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Class H F'S ^'^ (o 

Book ' tzJ& 

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CQJEIXRIGHT DEPOSIT. 



ing Primer 



/ 



A Filing Primer 



Used by ^ 



Boston School of Filing 

Illinois School of Filing 

Philadelphia School of Filing 

(Owned and managed by Library Bureau) 



9 



Boston Cliicago Philadelphia 

1921 







1^ 



Copyright 

1921 

Library Bureau 



g)CU608687 
MAR 12 1921 



Preface 

THIS book is intended primarily as a textbook 
for the use of students in the Schools of Filing. 
It can also be studied to advantage by those 
who have gradually taken up the work of filing but 
have had no opportunity to study it carefully. 
Experienced file operators who wish to adopt the 
standard rules for indexing and filing and for general 
file procedure will also find this a valuable reference 
book. 

Starting with the earliest known methods of 
filing, the text traces them briefly through successive 
stages of progress, and then takes up in greater 
detail various modern methods of filing which have 
been developed by leading file specialists. 

General rules for indexing and filing and for 
general file procedure in handling the records most 
frequently used in commercial organizations have 
been arranged in logical order. 

The book describes only the general rudiments 
of filing, and is not intended to be an exhaustive 
treatise on the subject. 

For many helpful suggestions and criticisms, 
acknowledgment is due to the teachers in the 
Schools of Filing and to the members of the Depart- 
ment of Indexing and Fihng. 

Library Bureau. 



OUTLINE OF COURSE 



Lesson 1. Theory and Evolution of Filing. 
Filing Cabinets and Supplies. 

Lesson 2. Indexing and Filing Procedure. 
Indexing and Filing Rules. 

Lesson 3. Classes of Matter Filed. 
Alphabetic Filing. 
L. B. Direct Alphabetic Filing. 

Lesson 4. Y. & E. Direct Name Index. 
Shaw- Walker Ideal Index. 
Globe- Wernicke Safe Guard Index. 
Amberg File and Index Co. — Alphabetic Index. 

Lesson 5. Numeric Filing. 
Catalog Filing. 
Blue Print Filing. 
Legal Filing. 

Lesson 6. L. B. Automatic Index. 

Lesson 7. Geographic Filing. 
Charge Methods. 
Cross Reference. 

Lesson 8. Subject Filing. 

Lesson 9. FoUow-Up Systems. 
Transfer Methods. 

Lesson 10. Card Records: 

Purchase Records. 
Sales Records. 
Stock Records. 
Ledgers. 



A Filing Primer 



Lesson 1 
Theory and Evolution of Filing 

FROM the beginning of commercial activity 
some form of record making and record keep- 
ing has been fundamental. The first forms of 
record merely represented a legible expression of 
thought and gradually included the results of per- 
sonal contact between individuals. As civilization 
advanced there developed the need of some form of 
contact not involving the actual coming together of 
individuals. Such fundamental necessities occasioned 
first the record-bearing stone and wooden tablets, 
next the parchment product of animal hides, and 
finally the forms of present-day paper. The neces- 
sity of record-bearing papers, of correspondence 
between individuals or groups of individuals, vital 
to the very existence of commercial transactions, 
was soon recognized. To preserve and produce 
recorded information, therefore, in one form or 
another, became the objective of a new science called 
"Filing." 

The filing methods of fifty years ago were decidedly 
crude. In those days systetnatic people folded their 
letters, wrote either the name of the correspond- 
ent or the subject on the outside, and placed them 
in the pigeon holes of high roll-top desks. When a 



A FILING PRIMER 



pigeon hole became filled the letters were tied 
together and put away on a shelf. People who were 
less systematic, with neither time nor patience to 
fold their correspondence, simply used a spike on 
the wall or a spindle on the desk on which the 
correspondence was ''speared" after receiving atten- 
tion. When the spike became filled the letters were 
removed, a string substituted for the nail, and the 
papers tied together in a bundle. Both of these 
crude methods made it impossible to locate corre- 
spondence with any degree of speed, if at all. 

The first real forward step was taken with the 
introduction of the box file. Each box file is usually 
equipped with a set of alphabetical index sheets, 
fastened into the box at one side. The papers are 
filed between these sheets according to the letters of 
the alphabet. For example, all letters from firms or 
individuals beginning with the letter ''B" are filed in 
the "B" section of the box. This is an improvement 
over the previous method, as the correspondence is 
segregated by the letters of the alphabet. With a large 
number of letters, however, the box soon becomes 
filled, often necessitating a search through a number 
of boxes to locate desired correspondence. 

The next progressive step came between 1870 
and 1880, when flat files were introduced. Such files 
are frequently discovered today. These files con- 
sist of a series of trays arranged drawer fashion in 
a wooden shell, each tray bearing an outside label 
indicating its contents. The interior arrangement 
and filing method are very similar to that of the box 
file. In most flat files no attempt is made to file the 
matter of the same name or subject together, papers 
being filed directly behind the proper alphabetical 

2 



THEORY AND EVOLUTION OF FILING 

index sheet regardless of previous matter. In some 
cases, index sheets with wide tab projections have 
been inserted for most active names or subjects, and 
occasionally a form of vertical file folder has been 
used for such purposes. Many of the large cor- 
porations, especially railroads, have used a piece of 
heavy cardboard (called a "backer"), attaching to 
this backer with strings or metal fasteners the cor- 
respondence relating to an active name or subject. 

Late in '92, Dr. Rosenau, Secretary of a chari- 
table organization in Buffalo, N. Y., called at the 
New York office of Library Bureau and asked for 
a system for filing his records of cases similar to the 
card system. The first real vertical system for filing 
correspondence was then established, based on the 
principle which is still in force; viz,, the filing of 
papers on edge, behind guides, bringing together all 
papers to, from, or about one correspondent or 
subject. 

Only a few years ago the filing of papers in many 
offices was handled by office boys. Correspondence 
was still considered of comparatively little value 
and few of the filing methods produced any desired 
paper promptly. During the last ten years, how- 
ever, business has grown tremendously and the 
importance of accurate and accessible records has 
correspondingly increased. The use of typewriters 
and shorthand has added greatly to the amount of 
correspondence. Present conditions demand filing 
efficiency. The classifying and filing of business 
information requires sp.ecialized training, and the 
filing department is recognized as one of the most 
important factors in the successful business organ- 
ization. 



A FILING PRIMER 



Filing Cabinets and Supplies 

Modern Filing Cabinets 

Filing cabinets in use at the present time are of 
four distinct types : 

1. Vertical or upright units. 

2. Counter hight units. 

3. Horizontal units. 

4. Solid cabinets. 

These cabinets are made in wood or steel. The 
wood cases are usually made of quarter sawed oak, 
antique or golden finish, or of mahogany, colonial 
finish. Steel cabinets are usually finished in olive 
green, soft and natural in tone which harmonizes 
perfectly in any surroundings. The steel cases are 
also finished in imitation mahogany, and by a very 
few manufacturers in imitation oak. 

Vertical or Upright Units 

Vertical or upright units are cabinets with the 
drawers arranged one above the other, the units 
being so made that they can be joined together side 
by side, forming one complete cabinet called a "bat- 
tery." A battery may be made of any number of 
units, depending only on the requirements or the 
size of the room. They can be arranged in a long 
single row or divided into groups to serve as parti- 
tions between the departments of an oflfice. The 
arrangement may easily be changed at any time 
to meet new requirements. Each unit is approxi- 
mately 51}4!' high and 27^^ deep from front to back. 
They are made with various sizes of drawers, usually 
those in each cabinet being the same size, such as 
in the correspondence unit, with four drawers, each 

4 



FILING CABINETS AND SUPPLIES 

drawer being approximately 10^2' high by 12" 
wide and 24'' deep. It is possible, however, to ob- 
tain combination units with drawers of two or more 
sizes in one section, such as an architectural unit 
which has three large drawers for filing plans and 
blue prints and a smaller drawer divided into three 
rows for filing index cards. 

Counter Eight Units 

Counter hight units are similar to the above, 
except that they are usually only 42'' high. These 
units are designed to meet the needs of a filing 
cabinet and counter combined. This demand has 
been brought about by the general adoption of the 
flat-top desk in place of the roll-top or high standing 
desk, and further by the desire of the business man 
to have an unobstructed view of the entire oflfice 
while seated at his desk. These units may form a 
sectional counter separating the office from the 
public space for customers, or serve as a partition 
between departments. They not only provide a 
sufficient number of card and filing drawers for rec- 
ords and working material, but at the same time 
furnish a convenient working top. 

Horizontal Units 

Horizontal units are so designed that they may 
be added to by stacking them one above the other. 
A single unit with a base and top forms a complete 
cabinet. Practically any number or combination of 
units may be added as needed. They are designed 
especially for use where a number of records of 
varying sizes are to be kept in the same filing cabi- 
net. Because of their flexibility they are very useful 

5 



A FILING PRIMER 



in small or private ofl&ces. Horizontal units are made 
in what is known as "full size" which are approxi- 
mately 33'' wide, also in a "half size," sometimes 
called a "Demi unit," which are about 18'' wide. 
They are also made in two depths, approximately 
16" and 24". 

Solid Cabinets 

Solid cabinets are complete in themselves and are 
not of unit construction. Most manufacturers are 
today making solid cabinets only in card sizes, which 
are designed for use on desks, tables or special bases, 
although there have been and still are a few made in 
the large filing sizes. These latter, however, are 
today usually of the cheaper grade often used for 
transferring or when only a small file of four drawers 
or less is required. 

Standard Sizes 

File Drawers 

File drawers are made in varying sizes to best 
accommodate the papers which are used in business 
today. The inside hight and width of the drawers 
in filing cabinets are practically standard, but the 
depth from front to back varies according to the 
different manufacturers. The average inside depth 
of drawers in vertical units is 24", in horizontal units 
14" and 22". The most common sizes used are as 
follows : 

Correspondence, approximately lOj^" high x 12" 
wide. 

Legal, approximately IO3/2'' high x 153^" wide. 

Bill, approximately 8" high x 10" wide. 

Order, approximately 63^" high x 83^" wide. 

6 



FILING CABINETS AND SUPPLIES 

Card Trays 

Wood and steel card cabinets are made both in 
vertical and horizontal units. The card trays are 
made mostly for the three standard sizes of cards, 
3 X 5'', 4 X 6" and 5 x 8''. For vertical units the aver- 
age inside depth is about 24''; for horizontal units 
it is about 14''. 

Card desk trays, both with and without cover, 
and in various depths, are made for the standard 
sizes of card records. These trays are intended for 
use on a desk, or to be kept in a desk drawer or in 
a safe. 

Followers 

All card trays and filing drawers are equipped with 
adjustable sliding followers, made either of a metal 
plate or a wooden block, so designed that they hold 
the material in a vertical position. 

Accessories 

Desk Letter Trays 

Desk letter trays are made large enough to hold 
the various sizes of papers ordinarily handled over 
the desk. They are used for incoming mail which 
has not received attention and to hold correspondence 
which is to be collected and sent to the files. They 
should be placed in a convenient place for messengers 
and others to make collections. By the use of special 
uprights they may be stacked one above the other 
when desired. 

Vertical File Trays 

Vertical file trays with hinged cover, approximately 
19" or 20" deep, are often used for small private 

7 



A FILING PRIMEE 



files and for follow-up purposes. They may be used 
on top of desk or table or they may be placed on leg 
bases, bringing the papers to a convenient hight 
when placed at the side of the desk. 

Correspondence Sorting Trays, or Sorters 

Sorting trays are made approximately 2C deep 
front to back, and are fitted with guides correspond- 
ing to the system in use. They are used for the 
rough sorting of papers preparatory to filing. Papers 
are thus kept in an accessible form until the filing is 
actually done. These trays may be used on a desk, 
table or leg base. 

Reference or File Shelves 

File shelves are used as a convenient place to keep 
papers while the actual filing is being done. They 
are usually made to hang on the handles of the 
drawers. When filing, attach the shelf to the handle 
of the drawer beside the one in which the papers are 
being filed. 

Supplies 
Guides 

A filing guide is a heavy card, the body size of 
which is the same as the folder with which it is used. 
At the top of the guide is a tab on which is printed 
some distinguishing letter, number, symbol, name or 
word. These tabs project above the folders, and 
serve as sign posts in the file and help to locate 
quickly any desired material. Filing guides are usu- 
ally made with a rod projection extending below 
the body of the guide. This projection is made with 
a metal eyelet to permit a rod being run through the 

8 



FILING CABINETS AND SUPPLIES 

eyelets of all guides in a drawer, so as to hold them 
in place and also prevent folders or papers from slip- 
ping down in the drawer. 

Grades of Guides 
Manila 

This is a tough, durable guide of extra heavy 
manila tag, usually 20 points thick, a point being 
1/1000 of an inch. 

Pressboard 

Pressboard is made of cotton fibre and wood sul- 
phite stock, pressed together very hard and highly 
calendered. It is especially adapted for the hard 
use of an active file. Pressboard guides are usually 
made from 25 to 35 points thick. They are made 
with plain, celluloided or metal tip tabs. 

Celluloided 

Inset celluloided guides are usually made of 
pressboard stock, with two pieces of solid celluloid 
dovetailed into the shoulder of the guide projection, 
over which a transparent celluloid covering is 
cemented, fully encasing the tab in celluloid. The 
tabs are always perfectly smooth and legible and 
will stand the hardest usuage. 

Metal Tip 

Metal tip guides are practically indestructible. 
The metal tip is fastened securely to the pressboard, 
and gives the stiffness and durability of a sheet metal 
guide without its weight and expensive cost. Old 
labels are easily removed and new ones inserted. 
Celluloided covers for the labels can be used to 

9 



A FILING PRIMER 



advantage. Metal tips are satisfactory only on 
pressboard guides; the manila is neither heavy 
enough nor stiff enough to give the necessary support. 

Arrangement 

Filing guides may be obtained with tabs in two, 
three or five positions, commonly referred to as 
halves, thirds and fifths, or half -cut, third-cut and 
fifth-cut, respectively. When guides are used with 
tabs in different positions, each succeeding the previ- 
ous one from left to right, the arrangement is termed 
collated or staggered. Filing guides may be obtained 
with printed tabs for various purposes such as: — 
Alphabetic Guides, tabs printed with the letters 

or divisions of the letters of the alphabet. 
Month Guides, 12 guides to a set, tabs printed 

January to December. 
Day Guides, 31 guides to a set, tabs printed 1 to 

31 for the days of the month. 
State Guides, 52 guides to a set, tabs printed 
with the names of the states. 

Folders 

A folder is a sheet of heavy paper, usually manila, 
folded once, the front flap being approximately J^'' 
shorter than the back flap. They are used in filing 
to hold the papers to, from or about one correspond- 
ent or subject, and are placed in the file in an upright 
position resting on the folded edge. Folders are usu- 
ally scored to allow for 3^^' expansion. This pre- 
vents those containing heavy material from slumping. 

By the use of folders, reference to papers relating 
to the same name or subject becomes more rapid 
and accurate, the papers themselves being preserved 

10 



FILING CABINETS AND SUPPLIES 

and safeguarded in all files and in processes of han- 
dling. Folders are essential in all correspondence 
files and whenever papers in the same file are of 
varying sizes. Occasionally conditions justify the 
elimination of folders, e.g,, when papers of the same 
group are of a uniform and standard filing size, such 
as order forms, etc. The error of too frequent use is 
less serious, however, than that of too infrequent use. 

Grades of Folders 

Manila 

Manila folders are made in many grades, and vary 
in thickness from approximately 7 to 11 points. 
They are graduated in weight and quality according 
to the service they must render, whether for tem- 
porary or for continuous and hard use. Practically 
all folders are manila. 

Pressboard 

Pressboard folders are made to meet the demand 
for a folder which can be put to extremely hard use. 
They may be had without tabs, or with either plain, 
celluloided or metal tip tabs. They are usually made 
of 25 point pressboard with a linen bottom. 

Leatherette or Fiber 

Leatherette folders are made of red rope and are 
exceedingly tough. They are approximately the 
same thickness as heavy weight manila folders. 

Styles of Folders 

Straight-Edge Folders 

A straight-edge folder has a straight edge at the 
top of both front and back flaps, the name or num- 

11 



A FILING PRIMER 



ber of the correspondent or subject being written 
on the back flap in the upper right hand corner. 

Tab Folders 

A tab folder has a projection or tab at the top of 
the back flap on which is written the name applying 
to the contents of the folder. Folders are made with 
tabs in various cuts and positions according to the 
system used. 

Expansion Folders 

Expansion folders, known also as "Accordian 
Pleated" folders, have additional folds at the bottom 
which permit it to expand about an inch. This 
allows the filing of a greater number of papers than 
would be possible in a regular folder. They may be 
either of manila or pressboard stock. The former 
are made of one continuous piece; the latter are made 
of two separate pieces, joined by a linen strip so 
pasted as to give a double thickness to the fold. 

Binder Folders 

Binder folders may be any of the above men- 
tioned folders fitted with metal fasteners by which 
papers are bound into the folder. Binder folders 
should never be made of light weight stock. 

Reinforced Folders 

Reinforced folders are made with regular straight 
edge or with tabs in various positions for use in 
any of the standard filing systems. These folders 
are reinforced on the top or tab by folding the top 
edge of the folder in on itself and pasting it down, 
giving additional strength where the wear comes. 



FILING CABINETS AND SUPPLIES 

Because of the double thickness of the upper edge, 
they are more durable and at the same time take up 
only half the space in the file required for folders 
made of sufficiently heavy stock to equal them in 
strength. 

Labels 

Gummed labels, on which the name of the corre- 
spondent or the subject can be typewritten, are 
recommended to be pasted on the back flap or tabs 
of the folders. 

These are furnished in strips and can be purchased 
in a variety of colors. This often obviates the neces- 
sity of buying a large stock of folders in various 
colors. 

In typewriting the names, it is good form to have 
no punctuation and only the first letter of each word 
capitalized. Care should be taken that the names 
will appear at the very top edge when the labels are 
pasted on the folders, and in a good alignment when 
filed. In writing labels always start either number or 
name, whichever appears first, two spaces from left 
edge of label. 

Drawer Labels 

Drawer labels should have the same caption as 
the first guide in the drawer. 



13 



Lesson 2 
Indexing and Filing Procedure 

THE object of this lesson is to consider in logical 
sequence the various operations involved in 
the eflScient handling of a paper from the 
time of its receipt until it is finally filed. 

CorresTpondence 

Correspondence includes all incoming and out- 
going communications, such as letters, telegrams, 
bills, orders, inter-departmental memoranda, etc. 

The file clerk may or may not open the mail. If 
she does she distributes it. In many organizations 
the mail is received and sent out by a special depart- 
ment, called the Mailing Department, which is 
entirely separate from the Filing Department. 

Incoming Mail 

As some letters are confidential^ and others are 
indefinitely addressed, the executive in charge of 
the Mailing Department should be a trusted and 
experienced employee who is thoroughly acquainted 
with the office system, so that all incoming mail can 
be quickly distributed to the departments or indi- 
viduals to whom it should be referred for attention. 
Time stamps should be used to note the date and 
hour the letters are received. In some offices the 
letters are also marked at this time with the proper 
notation to show how they are to be filed. 

14 



INDEXING AND FILING PROCEDURE 

Outgoing Mail 

At regular intervals during the day the mail clerk 
collects from the desk letter trays of the various 
individuals all matter which is to be sent out or which 
has received proper attention and is ready to be filed. 
Outgoing mail is taken to the Mailing Department 
to be sealed, stamped and sent to the post office. 
Matter to be filed is taken to the Filing Department. 

Copies of all outgoing letters should be made and 
filed with the incoming mail. These may be made 
in either of the two following ways: 

Carbon Copies 

When the letters are typewritten a copy may be 
made by the use of a second sheet of paper and a 
piece of carbon paper. More than one copy is often 
desired and many copies may be made by the inser- 
tion of the proper number of carbon sheets alternat- 
ing with the copy paper. 

The paper used in making carbon copies or tran- 
scripts should be of a different color from that used 
for the original, and printed ''File Copy," preferably 
in contrasting color diagonally across the sheet. 
This allows file copies to be readily identified. 

In some of the larger organizations with a number 
of departments, a different color is used for the 
copies of each department. When these copies have 
been filed the letters written by any one department 
can be quickly found, and it becomes unnecessary 
to run through the entire correspondence to get the 
desired matter. 

The use of carbon copies insures a uniform size 
which greatly adds to the convenience of handling 
and the appearance of the inside of the file drawers. 

15 



A FILING PRIMER 



Rotary Copier 

For copying letters, some firms use special 
machines, called copiers. On account of the diflS- 
culty in keeping the machines adjusted properly 
and because the copies thus made are very flimsy 
and not easily handled in the file, these machines 
are rapidly being discontinued. 

These two methods have generally supplanted 
the use of the old-fashioned letter press copy book 
which has proven unsatisfactory in modern business. 

Releasing Matter 

All matter released to be filed should be marked, 
preferably in the upper left corner, by the person 
releasing same to indicate to the file clerk that the 
matter has received attention. This mark may be 
initials, written or stamped, or it may be stamped 
"File," "Closed," "Complete," etc. Pending mat- 
ters should be marked "Follow-up," "H.F.A.'' 
(Hold for answer), "Tickler" or "Pending" to 
indicate that they are not ready for the files, but 
are to be placed in a pending file. 

Indexing 

Indexing is the classification of matter to be filed 
according to some predetermined plan. It may or 
may not involve the actual writing of a caption, 
code number or symbol on the papers. 

A successful indexer must not only know the 
organization and its business thoroughly, but must 
frequently read the matter carefully in order to 
determine whether the matter should be indexed by 
one or more than one of the following captions: 

16 



INDE XING AND FILING PROCEDURE 

Name on the letter head. 
Name of the party addressed. 
Name of the party signing the letter. 
Name of the subject or person mentioned in the 
letter. 
Correct arrangement of captions should be under- 
stood by the indexer, and appear correctly on cards, 
labels, folders, cross reference sheets, etc. For cor- 
rect arrangement, see ''Indexing and Filing Rules." 



Coding 

Coding is the placing of symbols, numbers or 
letters at time of indexing on matter to be filed. 

Where there is more than one file in an organiza- 
tion, it is often desirable to use a different colored 
pencil for coding the papers of each department. 



Sorting 

Sorting is the arranging of matter to be filed 
according to indexed caption or symbol. There are 
two methods of sorting, viz: 

(1) Tray Sorting: Sorting into a tray or trays, 
with alphabetic, numeric or geographic guides in 
vertical position to conform to the system in use. 

(2) Compartment Sorting: Sorting into compart- 
ments which of themselves divide the matter just as 
the guides in tray sorting, but hold the papers in 
horizontal position. 

In alphabetic and numeric sorting the number of 
guides or compartments necessary for quick sorting 
and rapid final arrangement is approximately 10% 
of the number of guides in the system used. 

17 



A FILING PRIMER 



Filing 

Filing is the placing of matter in a jfile container 
according to a predetermined plan. A folder should 
be raised or removed from the file before placing 
matter within it. Matter should be filed with the 
headings to the left so that all papers regardless of 
size read naturally as in a book, except where this 
arrangement involves folding, otherwise unnecessary. 

In most systems two kinds of folders are provided, 
miscellaneous folders and individual folders. 

Miscellaneous Folders 

Miscellaneous folders are used for matter to and 
from infrequent correspondents, or about an inactive 
subject. One miscellaneous folder is usually pro- 
vided for each guide division in the file. When a 
miscellaneous folder contains six or more pieces for 
a single name or subject this matter should be 
removed and placed in an individual folder. If a 
miscellaneous folder becomes congested, it is advis- 
able to start an individual folder for those corre- 
spondents having four or five pieces of matter, 
particularly if it seems likely that their correspond- 
ence will increase 

In the miscellaneous folder matter should be filed 
in alphabetic order by name or subject, and all 
papers for one name or subject should be filed 
together in chronologic order, the latest date to the 
front. 

Individual Folders 

Individual folders are used for the active corre- 
spondents or subjects, and each contains matter to, 
from, or about only one name or subject. 

18 



INDEXING AND FILING PROCEDURE 

Within an individual folder, papers should be 
arranged chronologically, the latest date to the front. 
Individual folders (except expansion folders) have a 
maximum capacity of one hundred pieces. As soon 
as the folder reaches this volume, another folder 
should be added and placed in front of the old folder. 
Both folders should bear the initial date of the 
material filed within. This procedure should be 
repeated whenever a folder reaches the maximum 
capacity. 

Cross Reference 

If a letter involves more than one name or subject 
it should be filed under the most important, and cross 
referenced under the others. 

General Procedure 

When matter is brought to the Filing Department 
it is indexed by the file clerk. The method of filing 
in use may require coding, but if not the matter is 
sorted according to the system in use. Any obscure 
captions are underlined to assist the junior file clerks 
in properly coding and sorting the mail. At this 
time cross reference is made, if necessary, and the 
matter for the follow-up or pending file is properly 
cared for. The papers are then ready to be filed. 

General Rules 

The standard vertical file drawer of 24'' has a 
maximum capacity of 5000 pieces with the necessary 
guides and folders. However, this volume does not 
permit any operating space. To insure eflScient 
operation the maximum capacity should be 4000 
pieces. 

19 



A FILING PRIMEK 



The usual number of guides per drawer should be 
between 30 and 40, in order to provide proper dis- 
tribution of matter, facilitate reference, and furnish 
support. Five individual folders per guide should be 
the average number. 

Folders should always be filed behind the guides. 

Miscellaneous folders should follow individual 
folders. 

A Few Suggestions Worth Following 

Never overcrowd folders or drawers. 

Material torn or in bad condition should be repaired 
with mending tissue. 

Handle the guides by the body of the guide as 
much as possible. 

Do not try to pull forward the material in the whole 
drawer by the guides at the back. 

Lift the folders up part way before placing material 
in them, or better still, remove them from the file. 

Keep all headings at the left as operator faces the 
file. This means half page letters as well as whole 
pages. 

Never leave material on top of the files. 

Close every file drawer after using. 

Avoid the use of clips or pins as much as possible. 

File each day's material; never let it accumulate. 

The use of rubber finger tips will add to the speed 
with which papers can be fingered. 

Folders or papers should never be filed or refiled 
by any one except those in charge of the files. 



20 



INDEXING AND FILING RULES 

Indexing and Filing Rules 

Certain fundamentals of correct indexing and 
correct filing must be recognized. General rules cov- 
ering these fundamentals, applicable to any and all 
filing systems, to be amplified according to individual 
conditions, are given below. Examples show the 
correct form of indexing and filing titles, but do not 
necessarily indicate the correct form of writing such 
titles. 

1. Reverse names of individuals, considering first, 
surname, then first name and middle initial. 

Example: 

John J. Brown Brown, John J. 

Howard A. Jones Jones, Howard A. 

la. Individual name prefixes, such as De (de) (d'), 
du, von, Le (L'), are considered as parts of the sur- 
names and not separately. 

Example: 

DeDuniak, Andrew Leek, William 

DeGaugn, Charles Leeman, Howard 

Degaw, Edwin L'Engle, Joseph 

D'Olier, Frangois 

2. Names of firms, corporations and institutions 
should be indexed as written, except where they 
embody full names of individuals (see Rule No. 3). 

Example: 

Church of the Epiphany Church of the Epiphany 
D E K Co. D E K Co. 

Harris, Forbes & Co. Harris, Forbes & Co. 

21 



A FILING PRIMER 



II Progresso Italo II Progresso Italo 

La France Novelty Co., La France Novelty Co., 

Inc. Inc. 

Lamson & Hubbard Co. Lamson & Hubbard Co. 

3. When full name of an individual is embodied 
in firm name, reverse name of individual, consider- 
ing first, surname, then first name and middle 
initial (see Rule No. 1). Cross index when necessary. 

Example: 

Marshall Field & Co. Field, Marshall, & Co. 

Ben Franklin Steam- Franklin, Ben, Steam- 
ship Co. ship Co. 

Washington Irving High Irving, Washington, High 

School School 

Henry E. Kane & Co. Kane, Henry E., & Co. 

4. Hyphenated surnames of individuals are treated 
as one surname. 

Example: 

Blanche Duff-Gordon Duffgordon, Blanche 
Cecil Spring-Rice Springrice, Cecil 

5. Hyphenated firm names are treated as separate 
words. 

Example: 

Air Automobile Agency Air Automobile Agency 

Air-0-Pad Co. Air O Pad Co. 

Air Silk Mills Air Silk Mills 

Scripps, B. A. Scripps, B. A. 

Scripps-Booth Co. Scripps Booth Co. 

Scripps Motor Co. Scripps Motor Co. 



INDEXING AND FILING RULES 

6. (See also Rule No. 7.) Titles which may be 
spelled either as one word or two words should be 
treated as one word. 

Example: 

Automotive Sales Co. Automotive Sales Co. 

Auto Piano Co. Autopiano Co. 

Inter State Drug Co. Interstate Drug Co. 

Interstate Manufactur- Interstate Manfaeturing 
ing Co. Co. 

North East Coal Co. Northeast Coal Co. 

Northeast Harbor Dredg- Northeast Harbor Dredg- 
ing Co. ing Co. 

South Eastern Manu- Southeastern Manufac- 
facturing Co. turing Co. 

Southeastern Milling Co. Southeastern Milling Co. 

7. Compound geographic names are filed as two 
words. 

Example: 
New Jersey 
New London 
Newburg 
Newton 

8. When article "The" is part of title, it is placed* 
in parentheses ( ) ; if initial word, placed at end. 

Example: 

Hart The Florist Hart (The) Florist 

The Castle Hat Co. Castle Hat Co. (The) 

Exception: In foreign corporation names the 
article is indexed as written (see Exception B under 
Rule No. 13 and Rule No. 2). 



A FILING PRIMER 



9. Foreign governments are indexed under name 
of country subdivided by department or bureau. 

Example: 



Dominion of Canada 
Department of Agri- 
culture 

Republic of France 
Department of the 
Seine 



Canada, Agriculture 
(Dept. of) 



France, 
the) 



Seine (Dept. of 



Federal departments should be indexed under 
"United States Government" and subdivided by 
name of departments. 

Example: 

TJ. S. Dept. of Agricul- U. S. Government 

ture Agriculture (Dept. of) 

U. S. Collector of Inter- U. S. Government 
nal Revenue Treasury (Dept.) 

Collector of Internal 
Revenue 



States, Counties, Cities, Towns, etc., are indexed 
by name of location subdivided by departments. 

Example: 

State of New York 

Commonwealth of Penn- 
sylvania 

Probate Court Norfolk 
County 

Town of Berwick 

City of Boston 

Borough of Manhattan 



New York, State of 

Pennsylvania, Common- 
wealth of 

Norfolk County Probate 
Court 

Berwick, Town of 

Boston, City of 

Manhattan, Borough of 



24 



INDEXING AND FILING RULES 

9a. Phrases such as "Dept. of," "Bureau of," 
''Board of," ''Commission of," etc., when appKed 
to Federal, State, and Municipal Government, are 
placed in parentheses ( ) after the word they modify. 
Exam'ple: 

New York Board of Al- New York, City of. Al- 
dermen, New York dermen (Board of) 
City 
Commission for the New York, State of. 
Blind, New York Blind (Comm. for the) 
State 
Department of Educa- New York, State of, Edu- 

tion. New York State cation (Dept. of) 
U. S. Department of United States, Justice 
Justice (Department of) 

When such phrases form a part of a corporate title, 
follow rule for indexing corporate names (see Rule 
No. 2). 
Example: 

Board of Missionary Board of Missionary 

Preparation Preparation 

Bureau of Envelope Bureau of Envelope Man- 
Manufacturers of ufacturers of America 
America 
Bureau of Social Hy- Bureau of Social Hygiene 
giene 

10. "Ltd.," "Inc." "Co.," "Son," and "Bros." 
are considered both in indexing and in fiKng. 
Example: 

Henderson, Lanning & Co. Loft, Geo. L. 

Henderson, Ltd. Loft, Inc. 

Henderson Locke Corp. Loft, John J. 

25 



A FILING PRIMER 



11. '^And/' "&," "of," ^%r/' etc., are disregarded 
but not omitted in writing titles. 

Example: 



Pusey & Jones 
Committee of Seventy- 
Home for Blind 
House of the Good 
Shepherd 



Pusey (&) Jones 
Committee (of) Seventy 
Home (for) Blind 
House (of the) Good 
Shepherd 



12. Abbreviations "Jr.," "Sr.," "2nd," etc., ap- 
pearing as part of name are enclosed in parentheses 
( ) and disregarded. 

Example: 

Blaine, James G. (2nd) 
Hale, Henry (Jr.) 

13. Titles are not considered, and are placed in 
parentheses ( ) after given name or initials. Dis- 
regard in filing. 

Example: 

Dr. John Brown 
Capt. William Clarke 
Horace Cook, LL.D. 
Mrs. A. R. Crawford 
Mayor John Marshall 
Prof. W. N. Rice 
William Walton, Treas- 
urer 



Brown, John (Dr.) 
Clarke, William (Capt.) 
Cook, Horace (LL.D.) 
Crawford, A. R. (Mrs.) 
Marshall, John (Mayor) 
Rice, W. N. (Prof.) 
Walton, WiUiam (Treas.) 



Exception A: 

Foreign names, where only title and one name 
appear, are treated as written. Cross index when 
necessary. 

26 



INDEXING AND FILING RULES 

Example: 

Madame Lucile 
Prince William 
Princess Alicia 

Exception B: 

When a title or foreign article is the initial 
word of a firm or association name it should be 
indexed as written. 
Example: 

Dr. Reed's Cushion Shoe Co. 

Madame Blanc, Hats 

II Progresso Italo 

La France Novelty Co., Inc. 

14. Names of titles beginning with numerals should 
be filed as though the numerals were spelled out in 
full. 

Example: 

5th Avenue Hotel Fifth Avenue Hotel 

48th Street Theatre Forty-Eighth Street The- 

atre 
42 Broadway Building Forty-Two Broadway 

Building 
14th Street Store Fourteenth Street Store 

3rd Avenue Railway Third Avenue Railway 

15. Abbreviations are treated as though spelled in 
full. 

Example: 

Wm. as William 
Jos. as Joseph 
St. as Saint 
etc. 

27 



A FILING PRIMER 



16. Apostrophe s ('s) is not considered in filing. 
Example: 

Brentano, A. R. 
Brentano's Bookshop 
Brentano, Charles 

17. S apostrophe (s') is considered. 
Example: 

Girl Scouts 
Girley, John 
Girlow, William 
Girls' Friendly Society 
Girls' Home 
Girlum, Howard 

18. When the address to be recorded is designated 
by the name of the building and by street and num- 
ber, preference should always be given to the street 
and number. 

Example: 

Standard Oil Co. Standard Oil Co. 

Equitable Building 120 Broadway 

120 Broadway 

19. When a street address carries more than one 
number, file by the lowest number. 

Example: 

Library Bureau Library Bureau 

910-12 Chestnut St. 910 Chestnut Street 

20. The legal name of a married woman should be 
the one considered in filing, and the husband's name 
cross referenced if both are known. 



INDEXING AND FILING RULES 

Example: 

Mrs. Mary A. Brown Filing title: 

Brown, Mary A. (Mrs.) 
(Mrs. John A.) 
Cross Reference: 

Brown, John A. (Mrs.) 

See — Brown, Mary A. (Mrs.) 

21. Receiverships, Guardianships, Trusteeships, 
etc., should be indexed and filed under names of 
individuals or organizations for whom they act, and 
permanent cross reference made for the name of 
receiver, guardian, etc. 

22. Correspondence with firms doing business 
under two titles, e.g., a proprietor's name and a trade 
name or change of name due to successorship, should 
be indexed and filed under the active name and a 
permanent cross reference made under other name. 

23. Arrange all material in A-Z sequence of letters 
to the last letter of the word. 

Example: 
Carr 
Carson 
Carteret 
Carters 
Cartersville 
Cartwright 
Carty 

24. Surname or single titles when used alone should 
precede the same surnames having initials or given 
names. 

29 



A FILING PRIMER 



Example: 
Kurzman 
Kurzman, A. 
Kurzman, George H. 

25. An initial precedes a name beginning with 
that initial. 

Example: 
Jones, H. W. 
Jones, H. Wilson 
Jones, Harry- 
Jones, Henry H. 
Jones, Howard W. 

26. The dictionary arrangement of ''Mac" and 
*'Mc" is a simple, logical method of filing. 
Example: 

Maar 

Mabb 

MacBride 

Madden 

McAneny 

McWiUiams 

Mellon 

Merrill 

27. When one name appears with different ad- 
dresses, arrange alphabetically according to town or 
city, considering state only when there is duplica- 
tion of town or city names. 

Example: 

Western Foundry Co., Birmingham, Ala. 
Western Foundry Co., Connellsville, Pa. 
Western Foundry Co., Newark, N. J. 
Western Foundry Co., Newark, Ohio 

30 



INDEXING AND FILING RULES 



28e When writing names of local correspondents, 
do not use word "City" as part of address. Write 
name of city in full. 

Example: 

National City Co. 
City 



W. K. Emerson 
City 



National City Co. 
New York City 

Emerson, W. K. 

10 Post OflSce Square, 
Boston, Mass. 



29. All correspondence to, from, or about a name 
or subject (including branch oflSice and inter-depart- 
ment correspondence) should be filed under the 
name of the individual or subject. 

30. Correspondence referring to more than one 
name or subject should be indexed and filed under 
the most important name or subject, and cross 
indexed by the other names or subjects. 



31. There are a few special subjects under which 
correspondence is filed regardless of correspondent, 
without a cross index, such as: — 

Applications 

Stockholders 

Example: 

Letters applying for positions, from 
Thomas Wilson — filed "Applications 

Chauffeurs" 
Frances Adams — filed " Applications 

Stenographers" 
31 



A FILING PRIMER 



32. In filing branch, inter-office, inter-department, 
or intra-department correspondence, original letters 
should be indexed and filed under the name of 
department or official title of the correspondent. 
File copies should be indexed and filed under the 
name of department or official title of person 
addressed. 

Example: 

Department "A" writes to Department "B" 
Original is filed by title of "A" 
File copy is filed by title of "B" 



32 



F 



Lesson 3 
Classes of Matter Filed 

ROM the standpoint of filing, all matter divides 
itself into two main classes: name and subject. 



Name Matter 

It is possible to index and file name matter under 
any one of the four methods illustrated and described 
in the following lessons. Only by a careful analysis 
of the organization, the matter filed and the reference 
requirements can the method best adapted to the 
needs of the user be determined. 

These four methods are: 

(1) The Alphabetic, in which the material is filed 
by name or subject in strictly alphabetic arrangement. 

(2) The Numeric, in which the material is filed 
by consecutive numbers arbitrarily assigned to names 
or subjects. 

(3) The L. B. Automatic Index, a combination 
of the Alphabetic and Numeric methods, in which 
the material is filed alphabetically by name or sub- 
ject and safe-guarded by a numeric check. 

(4) The Geographic, in which the material is filed 
alphabetically behind state and town guides. 

Subject Matter 

In many ofiices. reference to the matter by subject 
is of greater importance than reference by name. 
In this case papers should be indexed and filed by 
subject. 

33 



A FILING PRIMER 



Subject matter may be indexed and filed under 
any of the methods illustrated and described, 
although the application of "Geographic Filing" 
to subject matter is infrequent. 

Alphabetic Filing 

The Alphabetic system of filing by names of 
correspondent or subject provides a simple, logical 
method for correspondence filing. For certain 
classes of correspondence it possesses many desirable 
features. It is well adapted to small files consisting 
of one, two or three drawers; to files where the 
number of correspondents is small, but the volume 
of material heavy; or to files where it is essential to 
bring together all correspondence with different 
persons of the same surname. In files where direct 
name reference is required, with complicated foreign 
names predominating, the Alphabetic is recom- 
mended. 

Standard or Plain Alphabetic 

When this method was first introduced with the 
vertical file, straight-edge folders and fifth-cut 
alphabetic guides were used. A folder was assigned 
to each important correspondent or subject, the 
name being written on the back flap of the folder. 
These folders were then filed in alphabetic order 
behind the proper guides. To accommodate the 
miscellaneous correspondence, blue folders printed 
with the same alphabetic division as the guides were 
often used, one folder for each guide. 

During the past few years a number of improved 
alphabetic systems have been developed by various 

34 



ALPHABETIC FILING 



manufacturers, each with its own trade name. The 
principle, however, in most cases remains the same. 

Alphabetic guides are now made in sets varying 
in size from sets of ten guides to those with thousands 
of divisions of the alphabet. The alphabetic divisions 
used on the guides are the results of extensive study 
of the names found in business in various parts of 
the country. Library Bureau, for example, has 
studied the name values of a list of over 1,500,000 
individual and firm names found in the whole United 
States, in order to decide upon divisions which will 
be short, natural, and give an even distribution of 
names. 

There are two methods used in noting the alpha- 
betic divisions on guides, the single and the double 
notation. 

Single notation guides have but one alphabetic 
division printed on each guide, such as ''A," "Am," 
''B," "Br," etc., while double notation guides have 
two divisions printed on each guide, as "Aa-Al," 
"Baa-Ban," "Caa-Cah," "Da," etc. 

De 

Single printings have been found more satisfac- 
tory because they direct the eye instantly to the 
guide behind which papers are to be filed. The 
printing on the succeeding guide points out the 
limit of any particular division. There is no confusion 
or misinterpretation, as the eye catches but one 
printing at a time, resulting in greater speed and 
accuracy in filing. Furthermore, as all guide print- 
ings are based on the law of averages, if congestion 
of names occurs back of any guide, it can be relieved 
by the insertion of a new guide to subdivide those 
names. This enables the user to make the guide 

35 



A FILING PRIMER 



arrangement adapt itself exactly to the file, no 
matter to what extent affected by local conditions. 
With guides printed with a duplex caption such relief 
is not easily possible. 

Advantages of the Alphabetic System 

1. Direct filing and reference. 

2. Provision for miscellaneous matter. 

3. Low labor cost. 

4. Grouping of family names. 

Disadvantages 

1. Lack of definite indexing control, therefore 

possibility of filing errors. 

2. Congestion under common surnames and 

geographic names. 

3. Possibility of filing related matter in more 

than one place because of variation in spell- 
ing of surnames. 

L. B. Direct Alphabetic Filing 

This system is designed to overcome the faults 
of the earlier alphabetic systems. The placing of 
the alphabetic guide projections at the left of the 
drawer, thus leaving the other positions free for 
miscellaneous and individual folder tabs, additional 
guides, etc., the uniformity of position for each type 
of guide, or folder projection, the clearly visible titles 
and the numeric check all combine to make this a 
simple practical system. 

Equipment and Its Use 
The equipment consists first of pressboard guides 
for the alphabetic divisions. In reading a file, as in 

36 



L. B. DIRECT ALPHABETIC FILING 

reading a book, the eye naturally travels from left 
to right. Therefore these guides are arranged with 
their tabs in the first two rows at the left of the 
drawer. 

Next come the tabs of the miscellaneous folders. 
These folders are intended to hold both correspond- 
ence of a strictly miscellaneous nature and the letters 
of an active correspondent until an individual folder 
is needed. There is a miscellaneous folder for each 
alphabetic guide, the notation on the folder tab being 
identical with that on the guide. The printing, how- 
ever, is in red, thereby making the miscellaneous 
folders easily distinguishable from the guides. 

The tabs of the individual folders are approxi- 
mately two-fifths cut, and occupy the next row. 
These folders are made up as the correspondence with 
one firm or individual accumulates in the miscellaneous 
folders, six letters being the average number justify- 
ing an individual folder. The number of the alpha- 
betic division and the name of the correspondent are 
written on the tab or preferably typed on a gummed 
label, which is then pasted on the tab. 

The last row on the right is the position for the 
tabs of special classification guides, '*Out" guides 
and substitution cards. (See "Charge Systems" — 
Lesson 7.) On the removable labels of the special 
classification guides are written names of important 
correspondents, subjects, titles, etc. These guides are 
inserted whenever the volume of material between 
two alphabetic guides is great enough to require 
additional guiding or when a name or subject is 
suflSciently active or important to be set off by a 
guide of its own. 

In the file the individual folders are kept in alpha- 

37 



A FILING PRIMER 



betic order behind their proper guides. The mis- 
cellaneous folders are filed at the back of each section 
behind the individual folders. 

Each guide and miscellaneous folder in the set is 
numbered consecutively from 1 up. Each individual 
folder should be numbered with the same number as 
the guide back of which it is filed. This serves as a 
check and prevents the misfiling of folders. 

Example of Filing 

In filing a letter by the L. B. Direct Alphabetic 
system, the proper alphabetic guide must first be 
located. Suppose we have to file a letter from 
Burgess Co., the guide "Bu" must first be found. 
Next, has an individual folder been assigned to 
Burgess Co.? To answer this, the proper location 
for a Burgess Co. folder in the "Bu" section must be 
noted to see if such a folder is there. If so, the letter 
should be placed therein, but if not, and no ''Out" 
guide appears in place of it, the letter is then placed 
in the miscellaneous folder. 

Do not let the miscellaneous folders grow too full. 
Best results will be obtained in any alphabetic sys- 
tem where the miscellaneous folders contain the least 
matter. Nor should individual folders be allowed to 
become too bulky for convenient handling. Where 
the correspondence is very heavy it may be separated 
by date or by subject. 

The L. B. Direct Alphabetic system places all 
individual folders in exact alphabetic order. 

Filing Procedure 
The following filing procedure is suggested in 
connection with Direct Alphabetic Filing: 

38 



L. B. DIRECT ALPHABETIC FILING 

1st — Inspect matter to insure that it is ready 
for the file, and indicate filing caption. 

2nd — Sort to alphabetic divisions that corre- 
spond to the guides in the file. 

3rd — File. 

Cross Reference or Cross Index Methods 

A Cross Reference or Cross Index is an entry either 
on cards or sheets showing under what name or 
caption material is filed and also the location of 
related material. (See "Cross Reference" — Les- 
son 7.) 

There are various methods and forms used for 
this work, and the nature of the matter and the 
amount of cross reference necessary should deter- 
mine which form to use. 

A buff colored sheet is generally recommended for 
use where a specific paper is to be cross referenced. 
This should be filled out first with the name or sub- 
ject under which the cross reference sheet itself is 
to be filed, then the name or subject, file number or 
caption and date of the matter cross referenced. 
The sheet is filed in the proper folder under the date 
shown by the cross reference. This form is used for 
cross referencing matter from one folder to another. 
When a letter is written on two subjects the letter is 
filed under the more important subject and the 
cross reference under the other. A separate sheet 
should be written and filed for every case of this 
kind. 

A visible tabbed cross reference form, manila, the 
size of a regular folder with a tab in the individual 
folder position, is generally recommended for use 
where material is filed in one place only, although 

39 



A FILING PRIMER 



reference may be under another caption. For 
example, changes of name, receiverships, proprietors, 
trusteeships, trade names, synonyms, etc. The 
label should show first the name or subject under 
which the cross reference sheet itself is to be filed 
and then the name or subject under which the matter 
is filed. 

Example: 

American Garage 

See — Baker, E. A. & Co. 
A contrasting colored label should be used so that 
the cross reference form will not be transferred. 
This form is sometimes called a permanent cross 
reference form. 



40 



Lesson 4 
Y. & E. ^^Direct Name" Index 

MANUFACTURED and sold by the Yawman 
& Erbe Manufacturing Co. who also make 
both card and filing supplies and a complete 
line of wood and steel cabinets. 

Guides 

A medium weight gray pressboard is the standard 
guide stock. 

To meet the various requirements of customers 
the guide tabs may be plain, celluloided or metal tip. 

Printings 

In sets of more than forty subdivisions the first 
division of each letter of the alphabet is printed in 
red. Otherwise all guide headings are printed in 
black directly on the tabs. The caption may be a 
single notation, but is more often double, printed 
on the same line. 

There are both visible and invisible printings. 
The visible heading is printed in large type at the 
top of the tab. The invisible heading is printed in 
small type and is enclosed in ( ) just below the main 
caption. It is used to indicate the last possible 
combination of letters that can be filed back of that 
guide. 
Example: 

A 1 Ba-Be 2 Bi-Bri 3 

(to Bh) (to Brn) 

41 



A FILING PRIMER 



Numeric Feature 

Like the other alphabetic systems, a numeric 
feature is used to check against misfihng and to speed 
up the refihng of folders. Each guide is numbered 
consecutively from 1 up, the last number depending 
upon the number of guides in the set. The guide 
number is printed on the tab just to the right of the 
heading. Each individual folder back of a guide is 
numbered at the left end of the tab with the same 
number that appears on the guide back of which it 
is jfiled. This number is obtained from the index 
chart which is furnished to each user. 

The filing of folders is done by number: all folders 
numbered 25 are filed back of guide No. 25. It is 
so much easier to file by number than by alphabetic 
subdivision that this method gives accuracy as well 
as speed. The operation is facilitated by the fact 
that guide tabs with odd numbers are in one row and 
those with even numbers in another. 

Arrangement 

The tabs of all folders and guides are of the same 
height. The folder tabs occupy the first and last 
positions, while the guides with fifth-cut tabs, alter- 
nate in. the second and third positions. Thus the 
guide tabs do not in any way hide the folder tabs, 
which stand out prominently in the drawer. In 
many instances reference is made directly to the 
folders without consulting the guides; hence the title 
''Direct Name System." • 

Folders 
The front flap of all folders is cut down half an 
inch for the full width of the tab so as to permit a 
clear view of all tab printings, headings and addresses. 



SHAW- WALKER IDEAL INDEX 

Miscellaneous 

At the left of the drawer, in the first position, are 
the tabs of the miscellaneous folders. They are fifth- 
cut tabs, printed in red with the same numbering 
and alphabetic headings as the guides which precede 
them. The miscellaneous folder is placed at the end 
of the guide section, back of any individual folders 
which may be in that section. 

Individual 

Active correspondents are assigned individual tab 
folders, with a tab equal to two fifth-cuts placed on 
the right end of the folder. Each individual folder 
shows on the tab the name of the correspondent and 
also the number of the guide back of which the folder 
is filed. There should be not more than ten individual 
folders back of a guide, and preferably less. 

Special Name Guides 
When correspondence with a firm is too heavy for 
one folder, a straight-edge pressboard guide with a 
flat metal label holder is inserted. This is preferably 
in the right end position, although sometimes in the 
center. Back of it is put a set of monthly folders 
with twelfth-cut tabs staggered in twelve positions 
across the drawer. 



Shaw- Walker "Ideal Index" 

Manufactured by the Shaw-Walker Co. This 
company manufactures both card and filing sup- 
plies and a line of wood and steel cabinets. 

43 



A FILING PRIMER 



Guides 

Gray pressboard is the standard guide stock, and 
it may be had in a medium weight of about 25 points 
thickness or in a heavy weight of about 30 point 
thickness. 

The tabs on the guides in the "Ideal" index are 
protected by a covering of transparent celluloid. 

For guides which may receive hard usage Shaw- 
Walker has produced a black japanned metal tip. 
The indexing is quickly changed by inserting a new 
label. 

Printing 

The headings on all Shaw- Walker alphabetic file 
guides are printed in two colors directly in the center 
of the tab. The first letter of each of the twenty-six 
main alphabetic subdivisions is printed in red, the 
rest of the heading being in black. 

For guide headings are mostly duplex printings 
on the same line, but some of them have only a single 
printing. 

Example: 

Single Duplex 

BE 3 BL-BO 4 

There are both visible and invisible printings on 
nearly all tabs. The former are the main headings 
which first meet the eye and are printed in large 
type at the top of the tab. The latter represent 
possible but unusual combinations of letters and are 
therefore printed in small type just below the main 
caption. 

44 



SHAW-WALKER IDEAL INDEX 

Example: 

AR-AZ OAA-BAN 

-L^ B AP-B AP-BAQ 

3 4 

Numeric Feature 

The "Ideal" is both a numeric and an alphabetic 
index. The guide tabs are numbered on the right 
consecutively from 1 up, according to the number of 
guides in the set. All folders are numbered to corre- 
spond with the guides so as to facilitate the quick 
return of folders to the file. "You find by name and 
file by number." 

Arrangement 

The index guides with fifth-cut tabs alternate in 
the first two positions at the left. 

Folders 
Miscellaneous 

Miscellaneous or blue folders, with fifth-cut tabs, 
take up the center position. They are printed and 
numbered in two colors exactly the same as the 
guides to which they belong. In these folders is 
placed all correspondence not of sufficient volume 
from one source to warrant a separate folder. They 
are filed at the end of their alphabetic section, just 
back of the individual folders. 

Individual 

Individual or name folders are used where there 
are sufficient letters from one person to warrant keep- 
ing separate. They have fifth-cut tabs, the same 
hight as the guides, and are always in plain sight in 

45 



A FILING PRIMER 



the last two positions at the right. For long names 
or titles, folders with a double width tab can be 
furnished. 

^'Super-Idear' Index 

This is designed especially for filing systems where 
the correspondence with certain firms, individuals, 
branch offices, etc., is unusually large. 

The alphabetic guides and the miscellaneous fold- 
ers are the same as in the ''Ideal." The individual 
folders have third-cut tabs in the center and right 
position, but they are all invisible. That is, the top 
of the folder tab comes just to the top of the body 
of the guide. The space to the right of the miscel- 
laneous folders is occupied by special name and 
other classification guides to index the heavy corre- 
spondence. Large correspondence with any firm is 
separated into semi-annual, quarterly, bi-monthly, 
monthly, or even semi-monthly folders, depending 
upon the volume of matter. Their use does away 
with unwieldy accumulations of letters in the folders 
devoted to firms with whom there is much corre- 
spondence, and gives papers a very definite location. 

Globe- Wernicke ''Safeguard'' Index 

Manufactured and sold by the Globe- Wernicke 
Co. This company sells card and filing supplies, and 
both wood and steel filing cabinets. They are also 
one of the largest manufacturers of sectional book- 
cases. 

Guides 

The standard guide stock in this system is 30 
point gray pressboard. 

The guide tabs maybe plain, celluloided or metal tip. 

46 



GLOBE-WERNICKE SAFEGUARD METHOD 

Printings 

The headings for guides with either the plain or 
the celluloided tabs are printed in black directly on 
the tabs. The caption is sometimes single, but usually- 
double, printed on one line. 

Example: 

Single Double 

Ba 2 Be-Bi 3 

There are no invisible printings, and no exceptions 
from the normal alphabetic arrangement. 

When metal tip guides are used the guide heading 
may be printed or written on a removable label 
which can be changed to meet any requirement. 

Numeric Feature 

This is a supplementary feature of the "'Safe 
Guard" system to be used when desired. In addi- 
tion to the alphabetic indexing a ''location number" 
may be assigned to each guide, and of course the 
corresponding miscellaneous folder carries the same 
number. The numbers are printed just to the right 
of the guide heading. They are assigned consecu- 
tively from 1 up, according to the number of guides 
in the set. The individual folders back of a guide 
are numbered the same as the guide, except that the 
number is placed at the left end of the tab just before 
the name, thus bringing the folder number and the 
guide number close together for checking. When 
this feature is used it is better that each paper be 
marked with the number of the folder to which it 
belongs. 

47 



A FILING PEIMER 



Arrangement 

The alphabetic guides, with sixth-cut tabs stag- 
gered in three consecutive postions, occupy all the 
space to the left of center and cannot interfere with 
the names written on the individual tab folders. 

Folders 
Miscellaneous 

The "Alphabetic Tab Folders" correspond to the 
miscellaneous folders of other alphabetic systems 
and are for letters and papers of a miscellaneous 
character. Partly to protect the folders, but more to 
reduce the number of tabs in sight and thus cause the 
guides to stand out, these folders are invisible, the top 
of the tab coming just above the body of the guide. 
They have red tabs, sixth-cut in the same three 
positions to the left of center as the guides, and 
printed in black with the same headings as the guides 
to which they belong. These folders are placed after 
the individual folders in each guide section. 

Individual 

When the correspondence of a firm or individual 
becomes of suflBcient volume — five or six letters — 
it is removed from the miscellaneous folder and 
placed in an individual folder, called a ''Right Tab 
Folder." These have a half -cut tab for the name of 
the correspondent. At the left end of the tab, on a 
line with the name, the folder may be numbered the 
same as the guide back of which it is filed. 

Special Names 
Matters relating to special subjects can be filed in 
colored folders, blue or red, with tab in the same 
position as that of the individual folder. 

48 



AMBERG "LEADER" INDEX 

Bellows folders for each month, with tabs stag- 
gered to show the tab printing, are used to subdivide 
heavy correspondence. 

Amberg ''Leader'' Index 

This system is made by the Amberg File and Index 
Co. They also manufacture both wood and steel 
cabinets. 

Guides 

For guide stock Amberg has standardized on red 
pressboard 30 points thick. 

The tabs may be plain, celluloided or metal rein- 
forced. The metal reinforcement covers the back 
of the tab, extending up to and just over the edge of 
the tab to protect it at the point of greatest wear. 

Printings 

The titles or names used as guide headings are 
printed on gummed labels which are pasted on the 
face of the tab. In case any change is desired a new 
label may be pasted over the old one. 

The headings are printed regularly in black, and 
may be ''visible" or ''hidden" or both. 

The "visible" headings are those combinations of 
letters which actually appear at the top of the label. 
There may be single, double, triple or quadruple 
printing on one tab. 



hxam'ple: 
Single 


Double 


Triple 


Quadruple 


AN 


ARM 


AT 


AUA 


AUL 


AV 




ARN 




AUK 


AUZ 


AZ 



49 



A FILING PRIMER 



The "hidden" printings are those printed in small 
type at the bottom of the label, and represent possi- 
ble but infrequent combinations of letters. They are 
listed to show the correct place in a file in case a 
name with such a combination should occur. 



Example: 






BA 


BE-BI 


BL-BO 


BB-BD 


BJ-BK 


BP-BQ 



In addition there are certain "excepted" com- 
binations of letters, representing some prominent 
common names like "Adams" or "American." 
When a name is of such importance as to cause 
possible congestion back of the guide to which it 
normally belongs, this name is moved either forward 
or backward to the next guide and printed in red 
in the visible position. When such an exception is 
made the original guide is marked with a red star, 
at the right if the name has been moved back, at 
the left if it has been moved ahead. 

Example: 

ALLEN ALLEN *ALL ALN AM* AMERICAN 
AH i-z ALM ALZ A-F 

Sometimes two exceptions are made from the same 
guide, and in that case there is a star for each exception. 

Numeric Check 

In the Amberg system there is also a numeric 
check similar to that of the other alphabetic systems. 
In the upper left corner of the label, each guide is 
numbered consecutively from 1 up, according to the 
number of guides in the set. As each folder back of 
a guide should bear the corresponding number this 

50 



A MB ERG "LEADER" INDEX 



feature can be used as a check to prevent misfiling, 
and as an aid in rapid refiling. Its chief use is to 
insure proper sequence in the transfer, when folders 
only are in the file. 

Arrangement 

Reading from left to right, the Amberg standard 
arrangement of guides is: 

(1) Title or special name guides, with a metal 

reinforced tab the width of two fifth-cut 
tabs, for important correspondents. 

(2) Alphabetic guides with fifth-cut tabs stag- 

gered in three positions from center to 

right. 
In most business concerns it has been found that 
the bulk of correspondence is with a comparatively 
small number of firms or individuals whose corre- 
spondence is naturally of greater importance than 
that of a small customer. So, in order to save time, 
these title guides or '* Leader" guides are placed at 
the left. If the name wanted does not appear on a 
title guide, then continue to the right and look back 
of the proper alphabetic guide. 

Folders 
All folders are invisible — that is, the top of the 
folder tab comes just below the top of the body of 
the guide. This is done both to protect the folders, 
and to give prominence to the guides. 

Miscellaneous 

Folders for infrequent correspondence have fifth- 
cut tabs, all in the first position. They have pasted 
labels printed and numbered the same as the alpha- 

51 



A FILING PRIMER 



betic guides. These folders are placed directly back 
of the guide they follow — that is, in front of all 
individual folders for that division. 

Individual 

Folders for regular correspondents have tabs 
equal to two fifth-cuts in either of two positions, 
center and right. Names may be written directly 
on the tab or may be typed on a label which is then 
pasted on the face of the tab. The tabs of the indi- 
vidual folders in each guide section should preserve 
the alternate arrangement. 

Special Name Guides 
Title guides for important correspondents have 
been described under "Arrangement." If corre- 
spondence from any firm is especially heavy, special 
date folders may be used to divide the matter by 
given periods. These have a wide tab, in two posi- 
tions, to provide space for the name of the customer 
and the date division, which may be semi-annual, 
quarterly, bi-monthly or monthly. 



52 



Lesson 5 

Numeric Filing 

Use 

THE Numeric system is an indirect one necessi- 
tating a card index for j&ling and reference. 
For this reason its use for name filing has been 
discontinued to a great extent, the direct systems 
having proved quite as effective, while far more sim- 
ple and rapid in operation. There are, however, 
many files where matter groups itself by nature 
around a definite case, contract, operation, etc., 
active for a reasonably long but indefinite period, 
and requiring permanent and extensive cross refer- 
ence. These conditions exist, for example, in lawyers' 
architects', contractors', and engineers' oflSces. In 
such cases the Numeric will usually prove the most 
satisfactory system. 

Description of Guides and Folders 

Guides appear in five positions, staggered across 
the file drawer from left to right, numbered by 20's. 
Straight-edge folders are numbered consecutively, one 
folder being assigned each correspondent or subject. 
Numbers are printed on back fiap of folder in upper 
right corner, and as all the numbers range themselves 
in consecutive order they may readily be seen by 
running the thumb along the right-hand edge as 
they stand in the file. 

53 



A FILING PRIMER 



Card Index 
The card index usually consists of 3 x 5 cards, 
the name being written on the top line, the address 
and all other information on the body of the card, 
and the file number in the upper right corner. These 
cards are arranged in alphabetic order and may be 
contained in any style of cabinets of the proper 
size. 

Value of Index 

Names and subjects must be found in this index 
in order to secure the file number. The index becomes 
the control of the Numeric filing system, and from 
this index the operator who numbers all matter 
determines the filing to a large degree. In other 
words, the location of the matter in the file is deter- 
mined by the number assigned. 

The necessity for consulting the index is an aid 
to accurate filing. The complete cross reference 
makes it possible to locate correspondence under as 
many different titles or subjects as are represented 
in the material, while the numbering of the letters 
before distribution (the proper method with ^ a 
numeric system) is a time saver for the executives, 
as the material may be called for by number, making 
the reference direct and the service consequently 
more rapid 

The index furnishes a complete reference list of 
names, addresses, etc., of all persons or firms with 
whom business is transacted. All peculiarities, excep- 
tions and doubts are cross referenced in the index, 
and thus become a matter of record. The ability to 
find or file any paper is therefore not dependent on 
the presence of the file clerk. 

54 



NUMERIC FILING 



The plan of numbering papers from a central index 
on their arrival saves the time of every executive, 
department head or clerk. With all responsibility 
placed on one competent chief file clerk, less experi- 
enced assistants are needed for merely the mechanical 
work. 



Operation 

Consecutively numbered cards should be used. 
The file number for new names and subjects is 
determined by the next unused numbered card. 
Sometimes a register or accession book is kept show- 
ing names and numbers assigned. 

A card is made out for each correspondent or 
subject, bearing name and address, and a file number 
assigned to each. The cards are filed alphabetically 
in the tray. 

Upon receipt of letters they are first roughly sorted 
alphabetically. Reference is then made to the index 
and the file number entered in the upper right 
corner of the letter before distribution. A colored 
pencil, preferably blue, should be used to mark the 
file number on the papers, as it is more legible than 
the ordinary pencil. Previous correspondence, if 
wanted, may be obtained instantly by using this file 
number, and when returned to the Filing Depart- 
ment it is easily sorted and filed numerically. This 
same file number should be entered on the reply, 
to index the copy. Both letter and copy of the reply 
are then filed directly by number, and but one 
reference to the index has served for both. 

Where the Numeric system is general throughout 
the office records, reference to orders, invoices or 

o5 



A FILING PRIMER 



ledger is made from this same number. Reference to 
such records is direct without waste of time. 

Active correspondence is placed in individual 
folders bearing the same numbers as the index cards. 
Names are sometimes typewritten across the top 
edge of the folders to insure correct filing of matter, 
though this practice is not recommended. 

In case of an inactive correspondent, or when there 
is doubt as to the volume of matter, the number is 
not assigned immediately unless the papers are to 
be filed under some subject caption. Miscellaneous 
matter may be filed separately by the alphabetic 
system with or without index cards. If cards are 
used the symbol "M" appears temporarily on the 
index card, being replaced later by a permanent 
number when the matter is removed to the Numeric 
file. 

Example of Indexing 

To index a letter by the Numeric system, the 
proper guide must first be located in the card index. 
For example, to index a letter from Harvey J. Cox, 
the guide "Cox" must be found, then the proper 
card. The number "951" on the card will indicate 
the location of the folder containing the matter. If 
there is no card in the index, a card is assigned and 
the letter indexed and filed as outlined under heading 
''Operation." 

Cross Reference 

The following illustrations show the methods of 
cross referencing by name and subject. (See para- 
graph 3 under "Cross Reference" — Lesson 7.) 

56 



NUMERIC FILING 



Name Cross Reference 

Higgins & Parks, an old correspondent, incorporate 
under the name of Parks Steel Co. The business is 
not materially changed and the new correspondence 
logically belongs with the old. 

Upon receipt of such notice a new index card is 
filled out with the name of the Parks Steel Co., bear- 
ing the same file number as Higgins & Parks. The 
change in firm name is noted on both cards. 

Gregory and Phillips, consulting engineers in this 
transaction, are given a card in the index, directing 
all relating correspondence to the Parks Steel Co.'s 
folder. 

Example of Trusteeship or Receivership 

Edward D. Parsons and John R. Collins are both 
old correspondents, each with his respective card 
in the index and correspondence in the file. Collins 
is appointed trustee for Parsons; whereupon entry 
is made on the index cards so that subsequent cor- 
respondence from Collins relating to the Parsons 
trusteeship is filed with the Parsons papers. 

Other cross references commonly used are cards 
inserted for the name of selling or purchasing 
agent, treasurer, manager, superintendent, contrac- 
tor, architect, etc. 

Subject Cross Reference 

Frequently a subject referred to in correspondence 
is of greater importance than the name of the writer. 

Split-bolts, as invented by F. L. Drew, would be 
indexed as follows: 

An index card with its number "746" is assigned to 
Bolts — Split. As Drew's correspondence is only in 

57 



A FILING PRIMER 



relation to his device, his card in the index bears 
merely the subject number. 

Cushman & Cushman, patent attorneys, are 
already correspondents. On taking up the Split-bolt 
patent case, their index card is marked with a cross 
reference to the Split-bolt file number. 

As patent matters progress, it becomes evident 
that the papers regarding thes Split-bolt patent 
demand a separate folder. The letter "A" is then 
added to the cross reference on Cushman & Cush- 
man's card and all papers relating thereto transferred 
to folder 746A and filed directly behind the Split-bolt 
folder. 

At the same time, a card is made out for Patents, 
Split-bolt. 

The Starr Manufacturing Co. become licensees, 
to make and sell split-bolts, and correspondence 
relating thereto is therefore cross referenced to the 
original folder. A like reference is shown for toggje- 
bolts, but correspondence with the Starr Manufac- 
turing Co. on their own account is filed under their 
regularly assigned number, 1916. 

By this method all papers relating to the subject, 
Bolts — Split, are filed together, whether relating to 
subject, inventor, patent attorneys or licensees. 

Indexing and Filing Procedure 
The following procedure is suggested in connection 
with Numeric filing: 

1st — Inspect matter to insure that it is ready for 

file and code or number from index. 
2nd— Sort by lOO's or 500's. 
3rd— Sort by lO's. 

4th — Sort into final numeric sequence. 
58 



NUMERIC FILING 



5th — File by number and check by name or sub- 
ject. 

6th — Prepare index cards and cross reference 
cards for new names or subjects. 



Summary of Advantages and Disadvantages as 
Applied to Name Matter 

Advantages: 

1. Control through the index, providing a stand • 

ard of indexing and filing. 

2. Positive numbers, that may be used to 

identify the name or caption in calling for 
matter. 
These numbers may be used in various 
departments and files. 

3. Unlimited expansion. Can start with one 

drawer and expand to any number of 
drawers. 

4. Opportunity for permanent cross reference. 

5. Index is a complete list of names and 

addresses of all correspondents. 

Disadvantages: 

1. Indirect filing and reference. 

2. Unsatisfactory provision for miscellaneous 

matter involving a separate file. 

3. Obsolete numbers. 

4. Cumbersome index, accumulating cards for all 

names. 

5. High labor cost in Filing Department. 



59 



A FILING PRIMER 



Catalog Filing 

The vertical file has proved to be the solution of 
the problem of housing catalogs. Quick reference to 
catalogs and price sheets is a necessity to intelligent 
and effective purchasing. A small investment in 
filing equipment and a little work in classifying 
catalogs will produce a satisfactory system. The 
filing of catalogs and sheets received from day to 
day is all that remains to be done. 

The question of suitable filing equipment for 
housing catalogs has always been a difl&cult one, due 
to the great variation in sizes of the catalogs. The 
national Association of Purchasing Agents has been 
taking active steps to standardize on a uniform size 
for all catalogs which are intended for the use of 
purchasing agents. At a conference called by them 
and attended by delegates from various industrial 
associations, the Department of Commerce, Cham- 
ber of Commerce of the United States, and a large 
number of representatives of firms who issue cata- 
logs, it was decided to urge that all catalogs be made 
7^ in. X 10% in. 

These catalogs, as well as 90 ,per cent of those 
already in existence, can be most conveniently filed in 
standard correspondence and bill size drawers. For 
the larger catalogs legal size drawers, 103^ in. high x 
153^ in. wide, are generally used. The use of this 
suggested standard size for catalogs will eliminate 
the necessity of providing some other means for 
catalogs which heretofore it has been necessary to 
place in bookcases or on shelves. This method of 
arranging catalogs has always been undesirable, 
due to the dust and dirt that naturally collect, 

60 



CATALOG FILING 



as well as the difficulty of keeping catalogs well 
arranged. 

The system used for filing catalogs depends to 
a great extent upon the nature of the organiza- 
tion. 

Alphabetic Catalog Filing 

If the Purchasing Department is comparatively 
small and reference to the file is chiefly by the execu- 
tive in charge, catalogs should be indexed by the 
name of the vendor and filed alphabetically. Direct 
Alphabetic pressboard guides should be used with 
tab folders for sheets and small pamphlets, and fifth 
cut pressboard guides with tabs in fifth position for 
special names. 

Numeric Catalog Filing 

In cases where cross reference is extensive, catalogs 
should be filed numerically, as labor can be saved 
by simply listing the vendors' numbers instead of 
their names on the cross reference cards referred to 
in the following paragraphs. 

Each catalog or price sheet is numbered with the 
arbitrary number assigned to each vendor. The 
numbers are entered on the upper right corner of 
the front cover of each catalog, or on gummed labels 
pasted thereon. 

All catalogs from one vendor are filed together in 
whichever size file the catalogs from that vendor 
demand. Pamphlets, price sheets, discount lists and 
supplements may be placed inside the catalog to 
which they refer, or adjacent in a separate folder 
bearing the same number. 

A guide, preferably of heavy pressboard with metal 

61 



A FILING PRIMER 



tab, is provided for each number to facilitate refer- 
ence and keep catalogs in orderly fashion. 

The Index 

Catalogs are indexed on cards both by name of 
vendor and by article. On the vendor's card are 
entered vendor's name and file number. Below 
appear all the items carried by that firm in which 
the Purchasing Department is interested. On the 
article or subject card are listed the names of all 
firms selling that particular article, together with 
the catalog file numbers of each. 

Cross Reference 

Cross reference cards filed under the name of the 
commodity should be provided whether the file 
itself is alphabetic or numeric. It is, however, pos- 
sible to make the necessary cross reference to com- 
modity on the quotation card record. 

Blue Print Filing 

Cabinets 

The adoption of the vertical file for blue prints, 
drawings and other large sheets of similar nature is 
now the general practice. The majority of such 
papers can be handled in either standard correspond- 
ence or legal size drawers. In addition to these. 
Library Bureau has a specially designed cabinet, 
called the architectural unit. Matter of varying 
sizes may be kept in a neat, clean and uniform 
arrangement in which anything is readily found. 

Original drawings up to the size of the compart- 
ment are filed on edge. Blue prints, even if folded 



BLUE PRINT FILING 



several times, are much more satisfactorily kept in 
this way than in the old style rolls or flat drawers. 
This plan is especially valuable to manufacturing 
concerns for filing mechanical drawings. 

The saving in space is tremendous. Each 24-inch 
drawer will hold from 4000 to 5000 single sheets. 

Each architectural unit has three card trays of 
3x5 size which can be used for (1) alphabetic index 
by name, (2) index by subject, (3) card record show- 
ing draftsman, size, date, time required in making, 
cost of alterations to original drawing, etc., numeri- 
cally arranged. 

Guiding System 

Guides divide the file into sections as desired? 
either alphabetic, numeric or by subject. In the 
offices of most architects, contractors and engineers, 
the various plans, blue prints, specifications and 
other papers group themselves mostly around 
specific contracts or jobs. Because of the advantages 
gained through ability to number these contracts, 
keying in the plans, blue prints and other papers, 
and using one card index to handle everything, the 
numeric system of filing has proved most satisfactory 
for this kind of a file (see illustration and description 
on previous pages). 

F. & E. Blue Print Cabinet 

Yawman & Erbe manufacture a vertical blue 
print cabinet in which drawings or blue prints may 
be filed vertically without folding. The cabinet 
opens somewhat like a folding bed, the front of the 
cabinet forming a temporary table for the examina- 
tion of plans. The table legs are hinged, and when 

63 



A FILING PRIMER 



the cabinet is closed they are concealed inside. The 
cabinet will hold about 700 single sheets, which are 
indexed on cards held in metal racks on the inside 
of the top. 

Legal Correspondence Filing 

The papers and correspondence of the law office 
are the lawyer's stock in trade. Hence the value of 
an efficient filing system for these most important 
records. 

Legal papers have for years been folded and filed 
in old-fashioned document files, in the most incon- 
venient form possible. With the advent of vertical 
filing, with papers flat, greater accuracy, greater 
accessibility and greater speed have in marked degree 
been obtained. 
« 

Equipment 

The modern way of filing legal papers is unfolded 
and vertically in a standard legal vertical file cabinet. 
In this form they occupy far less space, may be 
consulted much more rapidly, and are less liable to 
become torn and dog-eared. 

Folders or wallets, for cases of any importance 
should be made of strong and durable material and 
capable of expanding an inch or two. The L. B. 
binder folder binds together and keeps in proper 
order all papers regarding any case or subject. The 
L. B. flexible steel fastener firmly attached to the 
inside of the folder holds all the papers together so 
that they cannot slip out of place. For the less 
important cases with but few papers, plain folders 
serve the purpose. 

64 



LEGAL CORRESPONDENCE FILING 

In many instances, legal documents, etc., already 
folded to document size, must still be filed folded. 
For this purpose the document file cabinet is used. 
Document files are made in a variety of styles and 
of standard dimensions suitable for either vault or 
office use. 

Guides of manila or pressboard, printed with either 
alphabetic or numeric divisions, should be used as 
described under " Alphabetic Filing " in Lesson 3 
and " Numeric FiKng " in Lesson 5. 

Numeric Legal Filing 

The plan of filing best adapted to the law oflSce is 
virtually the same as for Numeric correspondence 
filing described on previous pages, except that fold- 
ers are numbered with the case or office number. 

Cards numbered identically with the folders are 
filed alphabetically in an index tray, one for each 
client, except in court cases where two cards are 
made out — one each for plaintiff and defendant. 

The index may also contain as many cross refer- 
ence cards as are necessary to refer instantly to any 
filed paper or collection of papers. 

Carbons of opinions written may be filed numeri- 
cally by subjects, with a separate series of numbers 
assigned. These are filed in a separate drawer and 
indexed on cards arranged alphabetically by sub- 
jects in the regular card index. This plan makes 
every opinion given, whether a day or ten years old, 
available at a moment's notice. 

Alphabetic Legal Filing 

Some lawyers prefer to file by the alphabetic plan 
where all papers are placed in the file in alphabetic 

65 



A FILING PRIMER 



order by name of client. Where more than one case 
is pending for a cKent, each has its separate folder 
and is filed by date of receipt. In other respects the 
plan is the same as in alphabetic correspondence 
filing, 



Lesson 6 



L. B. Automatic Index Filing 

L. B. Automatic Index Principle 

THE L. B. Automatic Index is an alphabetic 
method with a numeric control, the combina- 
tion making it by far the most accurate and 
rapid system of filing. It differs from the alphabetic, 
in that its guide arrangement not only considers 
surnames, but further divides the matter filed accord- 
ing to given or Christian name. This results in reduc- 
ing the number of main alphabetic divisions ninety 
per cent. The principles on which the L. B. Auto- 
matic Index is based are not only logical, but thor- 
oughly scientific, giving accuracy in filing and rapid- 
ity of operation as well as more even distribution of 
names. These features, together with the direct 
reference possible under this system, result in acces- 
sibility — the chief requirement of any file. 



Use 

This method of filing can be used advantageously 
in all name files of four drawers or more, except 
where it is necessary to group family names, or where 
the number is small and the volume of matter is 
large. It may be used successfully even in small 
files of two or three drawers and to a limited extent 
in subject files. 

67 



A FILING PRIMER 



Description of Guides and Folders 

The L. B. Automatic Index has main alphabetic 
guides (Primary) in the first position, corresponding 
exactly to alphabetic guides in any alphabetic sys- 
tem. Each of these guides has nine alphabetic group 
guides, A-Z (Secondary) in the second position, for 
further division by given name, or by the second 
name in a firm, corporation or institution. As all 
sets of these group guides are identical, the location 
of the folders or material, after the main alphabetic 
guide has been found, becomes as automatic as the 
location of a key on the standard keyboard of a 
type writer or adding machine. Because of this 
feature, only ten per cent of the main alphabetic 
guides are required in comparison with any index 
consisting of the same number of alphabetic guides 
only. 

In other words, the main alphabetic or primary 
divisions of an L. B. Automatic Index consisting of 
400 guides, which would provide for ten drawers of 
material, are just as simple as the divisions in an 
alphabetic index consisting of 40 guides, which would 
provide for only one drawer of material. 

The main alphabetic guides (Primary) are all in one 
position at the left of the drawer, and the groups 
of nine guides each (Secondary) are all in the second 
position. 

The miscellaneous tab folders appear in the third 
position only. The printing is in red and the same 
as that of the corresponding guides, excepting on 
the miscellaneous folder back of each primary guide. 
These have the notation ^'Subj." and are used for 
miscellaneous material to be filed under single names 
or by subject. 

68 



L. B. AUTOMATIC INDEX FILING 

Individual folders with a tab of approximately 
two-fifths cut appear at the right of the miscellaneous 
folders. As in ordinary alphabetic filing, these indi- 
vidual folders are for correspondents having a con- 
siderable amount of matter. Names may be written 
directly on the tabs, but it is recommended that they 
be typed on gummed labels which are then pasted 
on the tabs. 

In filing, the individual folders are filed in strictly 
alphabetic order directly back of their proper guides, 
the miscellaneous folder being filed at the back of 
each guide section. 

The right end position is used for special classi- 
fication guides, ''Out" guides, and substitution 
cards. (See "Charge Methods" — Lesson 7.) Special 
classification guides are used for names or subjects 
to which there is very active reference. These guides 
may also subdivide a large volume of material relat- 
ing to one name or subject. 

Numeric Feature 

The primary guides, in addition to being lettered, 
are numbered by lO's, beginning with A 10. For 
example, in a 40 division L. B. Automatic Index, the 
guides are numbered AlO, Am 20, B 30, Be 40, etc. 
to XYZ 400. The secondary guides follow the 
primaries in numeric sequence. The correspondent 's 
number which is placed on all correspondence is 
determined by the combination of the number of 
the primary guide with the position number of the 
secondary guide. The numbers are therefore in one 
consecutive series from the beginning (A 10) to the 
end of the whole index. 

69 



A FILING PRIMER 



The miscellaneous folders are numbered in 
sequence to correspond with the guides which pre- 
cede them. 

In order that indexing may be done quickly, the 
numbered alphabetic positions are put into a con- 
densed chart form which appears on every guide and 
folder. This chart consists of two parts, the upper 
part representing the primary guides, and this varies 
with the division of the alphabet in use. The lower 
part represents the secondary guides and is always 
the same — that is, letters and unit figures are always 
identical. A chart should always be kept at the 
indexer's desk for ready reference. 

The numeric feature of the L. B. Automatic Index 
differs from the numeric system, in that several 
names falling in the same alphabetic division and 
filed behind the same guide would have the same 
number. 

This index chart furnishes a section number 
instead of a definite number for each name or corre- 
spondent, as the card index does in the numeric 
system. When names become obsolete, therefore, 
the series of numbers is not affected. This index 
chart should be contrasted with the cumbersome 
card index of the numeric system. 

A separate index in card form may be maintained 
for addresses and other information if the labor 
involved is justified. Even in this case the index is 
used for record purposes only and is not a factor in 
indexing. 

It is from the L. B. Automatic Index chart that 
numbers must be secured for all matter filed. It, 
therefore, becomes the control of this system, as it 
determines the filing to a large degree. 

70 



L. B. AUTOMATIC INDEX FILING 

Coding Instructions 

The index chart, illustrated below, appears on the 
face of all guides and folders and furnishes a means 
of coding (numbering) all material to be filed. Alpha- 
betic divisions with numbers, forming upper section 
of chart, correspond to printings on primary guides 
— the final cipher being omitted, e,g,: " A 1 " on chart 
appears as ''A 10" on primary guide. Alphabetic 
divisions with numbers, forming lower section of 
chart, correspond to printings on secondary guides. 
The nine consecutive numbers represent the final 
figures for the nine group guides and miscellaneous 
folders, e.g.: "C 2" on chart appears as ''C 12," 
''C 22," "C 32," etc., on secondary guides and mis- 
cellaneous folders. 



Examples of Coding 







Code Number 


Rule Name 


Indexed and Filed 


Prim. 


Sec. 


Comp 


1 John J. Brown 


Brown, John J. 


5 


6 


56 


la Chas. De Haven 


Dehaven, Charles 


9 


2 


92 


Du Pont Fabrikoid Co., Inc. 


Dupont Fabrikoid Co., Inc. 


10 


4 


104 


2 Hibbard, Spencer & Bartlett 


Hibbard Spencer & Bartlett 


16 


8 


168 


ABC Rubber Co. 


ABC Rubber Co. 


1 


1 


11 


S Henry E. Kane & Co. 


Kane, Henry E. & Co. 


20 


5 


205 


4 Blanche Duff-Gordon 


Duffgordon, Blanche 


10 


1 


101 


Fay-Smithe Art Shop 


Faysmithe Art Shop 


12 


1 


121 


5 Air-0-Pad Mfg. Co. 


Air Pad Mfg. Co. 


1 


8 


18 


Carter-Crume Co. 


Carter Crume Co. 


6 


2 


62 


6 Art Craft Novelty Co. 


Artcraft Novelty Co 


2 


8 


28 


Auto Piano Co. 


Autopiano Co. 


2 


2 


22 


Interstate Mfg. Co 


Interstate Mfg. Co. 


8 


7 


87 


7 Atlantic City Traction Co. 


Atlantic City Traction Co. 


2 


2 


22 


Grand Rapids Furniture Co. 


Grand Rapids Furniture Co. 


14 


8 


148 


8 Hart The Florist 


Hart (The) Florist 


15 


4 


154 


11 Home for Blind 


Home for Blind 


17 


1 


171 


Hughes & Dier 
14 14th St. Store 


Hughes & Dier 


17 


3 


173 


Fourteenth Street Store 


12 


8 


128 


48th St. Theatre 


Forty-Eighth Street Theatre 


12 


3 


123 


15 Wm. Fiske 


Fiske, William 


12 


9 


129 


Ft. Wayne Electric Works 


Fort Wayne Electric Works 


12 


9 


129 



Cross Reference 

The cross reference in the L. B. Automatic Index 
is handled in exactly the same way as the cross 

71 



A FILING PRIMER 



reference in the alphabetic system, described in 
Lesson 3. 

Filing Procedure 

The following file procedure is suggested in con- 
nection with Automatic Index Filing: 

1st — Inspect material to insure that it is ready 

to file, index and code. 
2nd — Sort by lO's. 
3rd — Sort into numeric sequence. 
4th — File by name and check by number. 

Summary of Advantages and Disadvantages as 

Applied to Name Matter 
Advantages 

1. Simple alphabetic divisions. 

2. Direct filing and reference. 

3. Combination of numbers and alphabetic 

division prevents misfiling. 

4. Miscellaneous material evenly distributed. 

5. Provides control through the chart as a stan- 

dard of filing and indexing. 

6. Provides an even distribution of names. 

7. Subdivides all common surnames and geo- 

graphic names which cause congestion in 
other alphabetic systems. 

8. Variations in spelling of surnames less likely 

to cause filing errors. 

9. Saves the time of department heads and 

executives. 

Disadvantages 

1. Given name must be known for quick refer- 

ence. 

2. Does not group family names. 

72 



Lesson 7 

Geographic Filing 

Principle 

THE principle of Geographic filing is in the final 
analysis identical with alphabetic filing, in 
that the last classification is by name or sub- 
ject. The territorial divisions are, however, of prime 
importance, and the Geographic system provides 
a means of grouping correspondence by location, 
i.e., by state and town, or by salesman's or agent's 
territories. 

Use 

It is frequently desirable to arrange a file by loca- 
tion, where a large volume of matter includes a 
majority of longhand letters from an abnormal 
number of individuals. Publishing houses, mail-order 
houses, etc., are typical. When the ledger accounts 
are arranged by location, sometimes the same 
arrangement is necessary for credit information, 
orders and correspondence. 

There are also other instances where concerns are 
dealing with a large number of small firms, scat- 
tered over a wide area, and frequently changing in 
personnel. Wholesale and jobbing houses are typi- 
cal. Under these conditions, the name of the in- 
vidual is of less importance than the location, and 
papers usually have only a temporary value. 

With the Geographic system the files may be read- 

73 



A FILING PRIMER 



ily rearranged if territories are changed, combined, 
subdivided or enlarged, for as each location group is 
a unit, the re-division of files is merely mechanical. 

State or Territory Arrangement 
The L. B. Automatic Index or any alphabetic 
index may be used in each geographic section, and 
the size of division will be determined by the number 
of names and volume of matter in each state, district 
or territory division. 

Guide and Folder Arrangement 

A guide with third-cut tab in the center position 
is usually used to indicate the state. Guides printed 
with the names of cities and towns are arranged 
alphabetically for each state, the tabs alternating 
in the first and second positions, as in the Direct 
Alphabetic system. Metal tip guides are recom- 
mended because of the flexibility afforded by the use 
of removable labels. 

In the third position are the miscellaneous folders, 
printed with the same geographic titles as the guides 
which precede them. 

Individual tab folders occupy the fourth position. 

The right end position is open for special classi- 
fication guides, out-guides and substitution cards, as 
in the Direct Alphabetic and the L. B. Automatic 
Index. 

Filing Procedure 
The following file procedure is suggested in con- 
nection with the geographic system illustrated: 

1st — Inspect matter to insure that it is ready 
for file. 

74 



CHARGE METHODS 



2nd — Sort to main territorial divisions. 
3rd — Sort to subdivisions of main territories. 
4th — In case of large subdivision groups, fur- 
ther sort to alphabetic arrangement. 
5th — File. 

Summary of Advantages and Disadvantages 

Advantages 

1. Direct filing and reference. 

2. Provides for miscellaneous matter. 

3. Simplicity of guides and folder arrangement. 

Disadvantages 

1. Sorting matter by main territorial divisions, 

subdivisions, and alphabet increases the 
possibility of error and raises the labor cost 
in file department. 

2. Location as well as name must be known. 

3. Difficulty in determining guide and folder 

supplies before the time of installation. 

Charge Methods 

The importance of placing a record in the file for 
every folder or paper removed cannot be emphasized 
too strongly. It is frequently neglected, with the 
result that when a paper is needed there is uncer- 
tainty as to its location. Often its very existence is 
questioned. 

Charge system forms are provided with spaces 
for the following notations: Name, Subject, Number, 
Date of Matter, Name of Borrower, Date Taken, 
and should be properly filled out before matter is 
removed from the file. 

75 



A FILING PRIMER 



There are three forms which may be used in con- 
nection with any vertical fihng system. 

1. Out-guide, gray pressboard with a 3x5 

requisition slip. 

2. Out-guide, colored, or colored tab. 

3. Substitution card, salmon. 

4. Out-folder. 

(1) The gray pressboard out-guide with the 3x5 
requisition slip is generally used when a folder or its 
entire contents is removed from the file or when the 
requisition slip is filled out at the correspondent's 
desk. The requisition slip fits into the frame on the 
out-guide and projects above the body of the guide. 
The pressboard out-guide may be used indefinitely 
without becoming worn out or soiled. The signed 
requisition slip fixes responsibility for matter out of 
the file. A supply of the 3x5 slips may be kept on 
the correspondent's desk for requisitioning matter 
from the files, thereby furnishing in one operation 
requisition and signed receipt for all matter requested 
from the files. The use of this form within a folder 
for single pieces of matter is not considered as satis- 
factory as the substitution card, but if the system in 
use requires the personal signatui*e it is the best 
method to use. 

(2) Colored out-guides with tab projection have 
the charge form ruled and printed upon the body of 
the guide. This form is used for charging out both 
folders and single pieces of material. 

(3) A tabbed salmon substitution card is generally 
used when a specific paper is removed from the 
folder. This card is made out in the Filing Depart- 
ment and inserted in the folder in place of the matter 
removed. 

76 



CHARGE METHODS 



(4) If new matter is to be filed for a correspondent 
whose individual folder is out of the file the incom- 
ing papers are filed in an out-folder until the original 
folder is returned. On the front of the out-folder is a 
form similar to that on the out-guide, and a record 
is kept in the same way. Out-guides and out-folders 
may be used interchangeably. 

The visibility of the out-guides and substitution 
cards provides a means of the periodic checking of 
all matter charged out. The proper checking and 
following up of charged matter will eliminate to a 
large extent the holding of material in desks, and 
helps to insure the prompt retiu-n of papers to the 
file. 

When the entire contents of a folder are desired 
from the files, it is recommended that the individual 
folder be obtained in the files, and that the papers 
be sent out in a special straight-edge ''carrier folder" 
of distinctive color, which should also be marked 
''Return to Files." This saves wear and tear on the 
original folder which always remains in the file, 
thereby proving its existence. It is there also to 
receive any additional matter which may come to 
the files while the contents of the folder are out. 
The distinctive "carrier folder" is less likely to be 
lost or misplaced. These special folders may be used 
repeatedly until worn out. 

When matter is returned to the files, the file clerk 
should remove the substitution card from the files 
and mark off the notation, or remove the requisition 
slip from the out-guide holder. 

It is sometimes a great aid to the successful opera- 
tion of a file to charge all incoming matter before it 
goes to the person or department interested. In 

77 



A FILING PRIMER 



places where office rules are poorly observed this is 
almost a necessity. Some of the higher officials are 
frequently the worst offenders, for they may keep 
in their desk or in their pending file, or refer to some 
other person, correspondence which should go to 
the general file. If there is no record to show where 
these papers have been side-tracked considerable 
embarrassment may result. In order to prevent this, 
all correspondence after being opened is brought to 
the File Department, coded, and charged to the 
proper person before being distributed. This prevents 
the loss of papers, and frequently results in the fol- 
lowing up of matter which has not received proper 
attention. 

Transfer of Charged Matter to Another Person 

A system for charging matter transferred from one 
department to another or from one person to another, 
without necessitating its return to the files for 
recharging, is frequently quite essential for the 
rapid tracing of matter removed from the files. 
There are various ways of doing this. The method 
must be adapted to the office routine and forms best 
suited to the particular requirements must be worked 
out. 

The following simple method can be easily adapted 
to most cases. The outgoing letter is charged as 
usual to "A." If ''B" wants this letter before it is 
returned to the file ''A" fills out a transfer slip and 
puts it in the collection tray on his desk. At frequent 
regular intervals a messenger collects the papers and 
takes these slips to the file room. Here a special 
clerk makes the re-charge on the out-guide already 
in the file. "B" then becomes responsible for the 

78 



CROSS REFERENCE 



letter until it is returned to the file, or until a new 
transfer slip is received in the Filing Department. 

Cross Reference or Cross Index Methods 

A Cross Reference or Cross Index is an entry either 
on cards or sheets showing under what name or 
caption material is filed and also the location of like 
material. 

There are various methods and forms used for this 
work and the nature of the matter and the amount 
of cross reference necessary should determine which 
form to use. 

There are four forms used for cross reference 
purposes : 

1. A buff colored sheet is generally recommended 
for use where a specific paper is to be cross refer- 
enced. This should be filled out first with the name or 
subject under which the cross reference sheet itself 
is to be filed, then the name or subject, file number 
or caption and date of the matter cross referenced. 
The sheet is filed in the proper folder shown by the 
cross reference. This form is used for cross referenc- 
ing matter from one folder to another. When a letter 
is written on two subjects the letter is filed under 
the more important subject and the cross reference 
under the other. A separate sheet should be written 
and filed for every case of this kind. 

2. A manila visible cross reference form, the size 
of a regular folder with a tab in the regular folder 
position, is generally recommended for use where 
matter is filed in one place only, although reference 
may be under another caption. For example, changes 
of name, receiverships, proprietors, trusteeships, 
trade names, synonyms, etc. 

79 



A FILING PRIMER 



The label should show first the name or subject 
under which the cross reference form itself is to be 
filed, and then the name or subject under which the 
matter is filed. A contrasting colored label should 
be used so that the cross reference form will not be 
transferred. 

3. A card, usually 3x5, is recommended where 
the amount of cross reference is heavy and a com- 
plete or cumulative reference must be kept. This 
card should be filled out to show the name or sub- 
ject under which the card itself is to be filed and a 
reference made to the other names or subjects under 
which matter or like matter may be found. These 
cards are arranged alphabetically in a separate index 
and are often necessary to cross index matter arranged 
numerically or by subject alphabetically. 

4. A folder size card, ruled to provide for cumula- 
tive cross references, may be used where it is desirable 
to economize space and where reference to the file 
is inactive. 

One card should be used back of each primary or 
alphabetic guide or in the front of each drawer. In 
the first column are listed all the names or subjects 
in that section of drawer to which reference is made. 
In the second column, under the heading ''Cross 
Index," appear the names or subjects under which 
the matter or like matter is filed. 

The term ''See" is used when all the actual matter 
is filed in another place. The term "See also" is 
used to refer to related matter which is filed under 
one or more headings. 

In the Amberg, Globe-Wernicke, Shaw-Walker 
and Yawman & Erbe filing systems, cross reference 
sheets may be used as in any alphabetic system. 

80 



Lesson 8 
Subject Filing 

IN many offices the subject matter contained in 
a part or all of the correspondence is of greater 
importance than the name of the correspondent. 
Where this is the case a subject system can be used 
to great advantage, but careful and diligent handling, 
as well as preliminary study, is essential to secure 
logical headings and to prevent confusion of sub- 
jects. 

Subject filing differs from name filing in that the 
names of individuals, firms and places are not used, 
except occasionally and then only in a minor degree. 
They may also be used as mediums of cross reference. 
Almost every business of any size will have a certain 
amount of correspondence which may be filed by 
subject advantageously. These subjects relate to 
the general management of the business and its 
relations to its auxiliary interests, such as factories, 
branch offices, etc. 

Where the volume is small and the number of sub- 
jects limited they are filed in the general file, which 
may be alphabetic, automatic or numeric, suitably 
cross referenced where necessary. 

Where the volume is large the subjects should be 
classified under a limited number of general head- 
ings, each of which may be further subdivided as 
the bulk of the material requires. A simple arrange- 
ment of guides should be established in order to 
simplify filing and reference. 

81 



A FILING PRIMER 



There are two methods of fiUng subject matter: 

1. Alphabetic 

(1) Any Standard Alphabetic 

(2) L. B. Automatic Index 

(3) Classified Headings 

2. Numeric 

(1) Duplex 

(2) Decimal 

Alphabetic 
(1) The Alphabetic system is similar in principle 
to the method as applied to individual or firm name 
filing. (See "Direct Alphabetic Filing.") The dif- 
ference is that subject titles, instead of individual or 
firm names, are used. These titles appear on the tabs 
of individual folders and are filed in their proper 
alphabetic divisions. Any subdivisions of these sub- 
jects are placed in separate folders and filed in alpha- 
betic order behind their general subject folders, cross 
referenced if necessary. In all cases the general title 
and its subdivision must appear on the folder tab. 

Metal tip special classification guides, in fifth posi- 
tion, may be used to advantage whenever a subject 
is particularly active or important, or when the 
material between two alphabetic guides is bulky 
enough to require additional guide support. 

If a folder is required under the heading "Appli- 
cations," it is filed in alphabetic order behind the 
"A" guide or the subdivisional guide in the "A" 
section. After the file has been in operation for a 
time it may become necessary to separate the 
material into more specific classifications, using addi- 
tional folders. The following illustration shows how 
this is done. 



SUBJECT FILING 



Example: 

Applications — General (Principal folder) 

Applications — Bookkeepers (Sub-folder) 

Applications — Clerks (Sub-folder) 

Applications — Stenographers (Sub-folder) 

(2) The L. B. Automatic Index provides a 
simple and direct method for subject filing. The 
primary guides are used for the main classifications, 
and the secondary guides for the subdivisions. For 
example, using a 40 division Index, material relating 
to "Advertising" would be filed as follows: 

Example: 

10. Advertising 

12. Advertising (Catalogs) 

17. Advertising (Magazines) 

18. Advertising (Newspapers) 

19. Advertising (Trade Journals) 
Otherwise, it is similar to the Direct Alphabetic 

method. 

(3) The Classified Heading method requires that 
the material be arranged under subject headings. 
The principal subject headings are printed on fifth- 
cut guides, first position, or may be typed on inserts 
and placed in metal tip guides in same position. 
These guides are then filed in strictly alphabetic 
order. Any subdivisional headings are printed or 
typed on guides with fifth-cut tabs in second position. 
These are filed back of the principal subject guides. 
This arrangement permits the use of a folder with 
a tab on which is typed the subject and its more 
detailed classification. 

Special classification metal tip guides may be 

83 



A FILING PRIMER 



inserted where reference is constant, or where a 

more detailed classification is desired. 

Example: 

Guide Guide Folder Guide 

Administration 



Adv. & Publicity 



Branch Offices 
Corporation Matters 
Insurance 



OflBce 



Real Estate 
Staff 



Insurance — Automobile 

Insurance — Fire 
Insurance — Liability 

Office — January 
Office — February 



Fire 



Agencies 

Catalogs & Booklets 



Numeric 

The Numeric system provides for a numeric 
arrangement of subjects. All subject matter must 
be indexed and cross referenced The index is usu- 
ally maintained in card form, with sufficient guiding 
to facilitate the location of the subjects required. 
Direct reference must, therefore, ' be made to the 
cards to ascertain the number of the folder. 

(1) In the Duplex-Numeric system, consecutive 
numbers are assigned to the principal subjects. As 
a new subject develops the next unused number is 
assigned. When the material on any subject accumu- 
lates to large extent that subject may be subdivided 
into as many dependent subjects as seems neces- 
sary. This is done by the use of auxiliary numbers 
or letters, or both. 

84 



SUBJECT FILING 



Example: 

3 

3-1 
3-1-a 
3-1-b 


Oflfice buildings 
Masonry 
Face brick 
Common brick 



(2) Because of the necessity of permanently group- 
ing material and subdividing subjects minutely, a 
Decimal system is frequently used. All decimal 
classifications are based on the principle of the 
classification for libraries, prepared by Mr. Melvil 
Dewey. 

All possible subjects are first grouped into ten or 
fewer main classes, to which are assigned the num- 
bers from to 9 inclusive. Each of these main classes 
may then be subdivided into nine or fewer sub- 
classes. By the use of a decimal number, these sub- 
classes may again be divided, the divisions under 
each class being always limited to nine. 

With the Decimal system a relative index is neces- 
sary for reference when indexing material. A relative 
index is an alphabetic arrangement of all the princi- 
pal subjects and their subdivisions, regardless of 
the classes into which they may be grouped. A card 
index may also be kept for cross reference purposes. 
If no card index is maintained cross reference sheets 
are used. 

Decimal systems are found generally in libraries, 
railroads, government departments, public utility 
companies and large engineering corporations. This 
method has the advantage of allowing more minute 
subdivision, and shows more clearly the relation of 
one subject to another. It also establishes definitely 
the class number for any subject, so that uniformity 

85 



A FILING PRIMER 



is possible throughout the various branches or 
departments of an organization. 

The following example is from the Dewey elassi- 
j&cation which is in general use in public libraries: 



Exampl 


e: 


000. 


General Works 


100. 


Philosophy 


200. 


Religion 


300. 


Sociology 


400. 


Philology 


500. 


Natural Science 


600. 


Useful arts 


610. 


Medicine 


611. 


Anatomy 


620. 


Engineering 


621. 


Mechanical engineering 


.1 


Steam engineering 


.2 


Hydraulic engines or motors 


.3 


Electric engineering 


622. 


Mining engineering 


700. 


Fine Arts 


800. 


Literature 


900. 


History 



In connection with railroad work an adaptation 
of the Dewey classification has been developed by 
Mr. W. H. Williams. A similar classification has been 
prepared for use by telephone companies. The fol- 
lowing example is taken from Williams Railroad 
Classification. 



SUBJECT FILING 



Exaviple: 
- 000. 


General 


010. 
100. 
200. 


Officers and Employees 
Executive Department 
Finance and Accounts 


210. 
211. 
211.1 


Finance (Treasury Department) 
Capital Stock 
Common 


211.2 


Preferred 


212. Bonds and Mortgages 

212.01 Record of Transfer 


212.02 Bond Register 
300. Roadway and Structures 



The War Department at Washington has also 
developed a decimal subject classification to meet its 
own particular needs. 



87 



Lesson 9 
FoUow-Up Systems 

A FOLLOW-UP is strictly a date file; that is, 
by some arrangement of month and day 
guides or of alphabetic guides followed by 
date guides, certain matters are brought up auto- 
matically for attention. All follow-up systems 
require that all matters which should come up at 
some future time be marked with the follow-up date, 
and it seems best to pencil this in the lower right- 
hand corner, since this becomes, in filing position, 
the upper right-hand corner. It may, under some 
conditions, be advisable to mark this material in a 
more conspicuous manner, in which case, a rubber 
stamp showing the words "Follow-up," ''H. F. A." 
(Hold For Answer), "Tickle" or "Pending" may be 
used. A tag or sticker is not recommended because 
it is quite likely to become detached. 

The organization, personnel, etc., must be studied. 
Generally speaking, however, it seems safe to use 
some form of department follow-up where there is 
good organization and where rules relating to filing 
procedure are enforced. If the organization is lax 
and there is danger of the follow-up growing into a 
department file, or of failing to serve its own purpose 
through inefficient operation, it is better to have a 
central control of the follow-up. 



88 



FOLLOW-UP SYSTEMS 



The different forms of follow-up are : 

1. The Card Tickler 

2. The Sheet Follow-up 

3. The combination Alphabetic and Date 

4. Date folders 

The Card Tickler 

The card tickler is simply a brief reminder of any 
matter which is to come up at some definite future 
time. It is not necessarily confined entirely to matter 
in file, since it may refer to a telephone call or some 
appointment. The 3x5 card, listing one name and 
subject, date and whatever additional data seems 
desirable, is recommended as an entirely flexible 
method. The cards are filed behind month and day 
guides in a desk box or tray, and those coming up 
on a given day may be attached to the papers which 
they call from the file and the whole story is thus sent 
to the executive interested. The matter should, of 
course, be charged in the usual way. When it has 
received attention a new date, if necessary, can be 
indicated and all the material returned to the file 
to be treated as previously. 

The advantages emphasized for the card tickler are: 

1. All material in one place. 

2. The whole story at hand when the matter is 

followed up. 

3. Responsibility for follow-up placed under one 

control. 

The disadvantage is the labor involved in unfiling. 

The plan of filing used cards alphabetically, in 

order that they may be available when the same 

name or subject comes up again, has been tried. 

While this may result in an economy of cards, experi- 

89 



A FILING PRIMER 



ence seems to show that it is easier and simpler to 
write a new card than to pull the old card and again 
refile in the tickler. 

When the follow-up is maintained in the Central 
File Department the card tickler is of special value, 
because the cards are easy to handle and because of 
economy of space. 

The Sheet Follow-up 

The sheet copy is an extra copy of the outgoing 
letters. This method requires the acknowledgment 
of every incoming letter that is to be followed up. 
The carbons are filed under a date arrangement 
similar to that used in the card ticklers. 

This form of follow-up can be used to advantage 
when the tickler is maintained in departments, since 
it alone is frequently sufficient for following up the 
matter in question and reference to the regular file 
becomes unnecessary. 

The Combination Alphabetic and Date 

The combination alphabetic and date, or pending 
and follow-up, differs from the sheet follow-up in 
that the pending matter relating to one transaction 
is allowed to accumulate, and also in the arrangement 
which provides for reference to pending or follow-up 
material, alphabetically as well as by date. There 
are several applications of this system. 

The individual folders back of each alphabetic 
guide are used for pending matter which is not 
marked for any particular date, while material 
showing follow-up dates is filed in each alphabetic 
section back of the 1-14, 15-31 guides without folders 
and with the first "come-up" date in front. 

90 



FOLLOW-UP SYSTEMS 



Operation of this file simply means that on a given 
day, May 7, for example, all the 1-14 guides are, in 
succession, pulled forward and any material marked 
May 7 (the follow-up date, as we have indicated, 
appears in the upper right-hand corner) is taken from 
the file. The number of 1-14 guides will, of course, 
be the same as the number of A-Z guides, and the 
time involved in removing the material is almost 
negligible. 

A slight elaboration of this system provides for 
two classes of matter — Pending and Date, under the 
following arrangement: A Direct Alphabetic index 
is used with tabbed individual folders. Two date 
guides (1-14, 15-31: two positions, right) follow each 
alphabetic group of matter. Labels of a different 
color are used to designate branches, factories, 
agencies, etc. Pending matter, which is not marked 
for any particular follow-up date, is held in the indi- 
vidual folders. Matter bearing definite follow-up 
dates is placed behind the date guides without folders 
and arranged according to follow-up date, with the 
first ''come-up" date on top. 

This combination pending and follow-up is the type 
of file which executives in many, if not in most, 
organizations find a necessary system. It is doubt- 
less true that an occasional incoming letter will slip 
into these files, but if such a letter has been answered, 
or at least acknowledged, the General File copy of 
this acknowledgment will indicate the location of 
the original incoming letter. 

Date Folders 

Provision has been made for a follow-up by the 
use of folders with standard tabs printed 1-31 inclu- 

91 



A FILING PRIMER 



sive across the top edge of the tab. Straight-edge 
folders similarly printed may be used. A moveable 
indicator — different color for each month — is 
placed on the follow-up date. 

Transfer Methods 

Transferring of material from the current or active 
file is necessary for reasons of economy in labor, 
equipment and space; therefore, some method for 
removing obsolete or inactive material from the files 
to a storage place is essential and must meet the 
needs of the organization. 

There are two kinds of transfer. Periodic and Per- 
petual: 

Periodic Transfer 

Periodic transfer is the removal of material at 
stated intervals (once or twice a year, or at other 
definite times) from the current file cabinets to the 
transfer equipment. Periodic transfer may be oper- 
ated in one of three ways: 

1. One Period 

2. Two Period 

3. Maximum-Minimum Period 

1. One Period 

Current material occupies usually the entire 
drawer capacity of the current cabinets. At stated 
intervals (once or twice a year, or at other definite 
times), the entire contents of the current file should 
be removed to transfer equipment and a new file 
should be started on that date. 

92 



TRANSFER METHODS 



2, Two Period 

Current material occupies usually the upper two 
drawers of the current cabinets, and the transferred 
material of the previous period occupies the lower 
two drawers. At stated intervals (one or twice a 
year, or at other definite times), the entire contents 
of the lower two drawers should be removed to 
transfer equipment and the entire contents of the 
upper two drawers removed to the lower two draw- 
ers. A new file should be started in the upper two 
drawers on that date, ''Double Capacity," "Multi- 
ple Transfer," and ''Cycle Method" are terms some- 
times used for this method of transfer. 

3, Maximum-Minimum Period 

Current material is handled throughout the entire 
capacity of current cabinets as in the "One Period" 
plan. At the time of transfer, all material bearing a 
date prior to the minimum period should be removed 
from the current file cabinet to the transfer equip- 
ment. This method requires the elimination of 
material from each current folder between two fixed 
dates. The material being transferred may be placed 
with the matter previously transferred for the same 
correspondent or subject, or may be retained in the 
transfer equipment by periods. Empty folders should 
be removed from the files. 

Perpetual Transfer 
Perpetual transfer is the removal of obsolete, 
closed or dead matter at irregular intervals from the 
current file to the transfer equipment. It is obvious 
that this transfer method requires the marking of 
matter when completed or obsolete, or the editing of 

93 



A FILING PRIMER 



the files to determine what matter should be trans- 
ferred. Transferred material should be permanently 
maintained in accordance with the system used; not 
by periods as in plans 1 and 2 of the Periodic method. 
This method of transfer is used in cases where each 
subject {e.g., contracts or jobs, legal cases, claims, 
permanent data or statistical files) is a complete unit. 
The practice of removing material as folders and 
drawers fill up should be discouraged, as it usually 
results in the removal of active material to transfer 
equipment. 

Procedure for Transferring Guides and Folders 
A duplicate set of guides and miscellaneous fold- 
ers should be used for the first transfer file when the 
"Two Period" plan is used. With the other transfer 
plans, the guides and miscellaneous folders are some- 
what optional as follows: 

When the Standard Alphabetic is used, a 
complete set of guides of a cheaper grade should 
be secured for the transfer equipment. 

When the Direct Alphabetic is used, the mis- 
cellaneous folders may serve as guides. In this 
case it is advisable to move the miscellaneous 
folders to the guide position, in front of the 
individual folders. 

When the Numeric is used, the guides should 
not be transferred. As all folders are numbered 
consecutively no guides are needed. The card 
index remains intact because correspondent's 
numbers remain the same year after year. 

When the L. B. Automatic Index is used, the 
primary guides should be transferred and the 
miscellaneous folders will serve as secondary 

94 



TRANSFER METHODS 



guides. The miscellaneous folders should be 
moved to the secondary guide position in front 
of the individual folders. 

New guides and folders should be used in the 
current file rather than in the transfer. Each trans- 
fer box or drawer, according to the system used, 
should be labeled with the first division contained 
within, also with inclusive dates if a periodic trans- 
fer plan is used. 

All guides may be transferred in any one of these 
methods if desired. 

Folders should be removed from the current file 
and placed in the transfer equipment in the same 
arrangement as used in the current file. Folders 
should be stamped "Transferred" and date of 
contents indicated. 

Equipment 

One draw^er transfer unit (wood or steel — pref- 
erably the latter), which has the same capacity as a 
drawer of a current file cabinet, is constructed so as 
to be stacked as high and as wide as desired. This 
style of transfer equipment is recommended wherever 
floor space is available, since it has nearly all the 
advantages of the vertical cabinet. 

Wood-end transfer boxes, either correspondence or 
legal size, but approximately five inches in depth, 
should be used when fioor space is not available and 
shelves must be used for transferred matter, or where 
matter is placed in crates for storage in a warehouse. 



95 



Lesson 10 

Card Records 

The Development of the Card Index 

THE development of the card system in com- 
mercial records dates from the first use of cards 
or library catalogs. Sometime prior to 1853 
a card catalog was made by Mr. Folsom, then 
Librarian of the Boston Athenaeum. This card cata- 
log is particularly interesting, as it is probably the 
first card catalog made in this country 

The first commercial applications of the card 
system were as indexes to depositors in savings 
banks and to book ledgers in business houses. In 
the early seventies, one of the large insurance com- 
panies made a card index to their policy holders. 
Card systems did not come into general use in busi- 
ness houses until sometime after 1892. Since that 
time business houses have adopted cards for all 
kinds of records, until today there is hardly any 
concern in business without many card systems. 

In 1894 came the invention of the tab card. This 
derives its name and special value from the tab or 
projection appearing on its upper edge. These tabs 
are cut in regular positions creating, when in place 
in a tray or drawer, distinct rows in alignment one 
with another. By the use of the tab cards practi- 
cally any number of classifications may be obtained 
at the same time in one record, irrespective of the 
arrangement of the cards themselves. 



CARD RECORDS 



There are three separate parts of each card system. 

1. Cards 

2. Card guides 

3. Cabinets or housing equipment 

Cards 

Care should be taken to select the right size, 
weight and grade of card for the purpose for which 
it is to be used. The standard sizes of cards are 
3 X 5'\ 4 X 6'' and 5 x 8'^ It is equally extravagant 
to choose too good a card or too poor a card. It is 
not economy to put permanent records on inferior 
cards. JThe price of the best cards made is only a 
small fraction of the cost of putting the record on 
those cards. To buy cards that will last only a part 
of the life of the record means not only the expense of 
new cards, when the first lot is worn out, but the much 
greater expense of writing the record over again. 
On the other hand, for a record that is temporary in 
character or constantly changing, to pay an extra 
price for cards of great durability is an evident 
waste. Cards are carried in four weights: Light, 
medium, heavy and extra heavy. 

Card Guides 

The best results from any card record can be 
obtained only when the record is properly indexed 
or guided. The grades of card guides correspond 
with those found in the filing sizes. There are three 
types of card guides: plain guides, celluloided guides 
and metal tip guides. The tabs may be blank or 
printed. 

97 



A FILING PRIMER 



Blank Guides 

Blank guides are furnished in halves, thirds and 
fifths, on which special headings to meet particular 
requirements may be written. 

Printed Guides 

Printed guides may be obtained printed in sets 
with alphabetic subdivisions from 10 to many 
thousands, also month guides, day guides, state 
guides, etc. 

Cabinets or Housing Equipment 
Horizontal and Vertical Units 

Cabinets for the card sizes may be obtained in 
the same styles of units as the large size filing draw- 
ers, both vertical and horizontal units. 

Solid Cabinets 

Cabinets of solid construction are made for cards 
of standard sizes, with the number of trays varying 
from 1 to 60, according to the size of the cards. 

Desk Card Trays 

For card systems which require but a few hundred 
cards, small trays suitable for use on a desk or table 
may be obtained. These are made in various styles, 
both with and without covers, and in all of the stand- 
ard sizes. 

Card Record Desks 

For card records which require a great volume of 
posting, card record desks can be used to great 
advantage. These desks are of unit construction, 
each unit having a space for four to eight compart- 



PURCHASE RECORDS 



ments or trays, the number depending upon the size 
of the cards which they contain. The posting board 
connects the units. These desks may be had in both 
wood and steel, with or without covers. 

A few of the card systems most commonly found 
in business houses, and those of most value, are 
purchase records, sales records, stock records and 
card ledgers. 

Purchase Records 

Requisitions 

All purchase records start with the requisition. 
Requisitions for material come to a purchasing 
agent from branch offices, factories, stores and 
departments. 

The forms should bear the requisition number. 
They should be made in duplicate, one copy being 
retained by the branch making the requisition, and 
filed by number. The original is sent to the pur- 
chasing agent. When the order is finally placed a 
purchase order is issued, and its number is entered 
on the requisition as a cross reference. The requisi- 
tion is then filed by number under the name of the 
branch or department. In some organizations the 
business is such that only one commodity is placed 
on the requisition slip. In such cases the requisition 
may be filed by name of the commodity. 

Purchase Orders 

Purchases should be made or confirmed by a formal 
order which will give definite instructions and specify 
the conditions of the contract. 

The purchase order is usually 5" x 8^', made with 
three, four or more copies. The original is sent to 

99 



A FILING PRIMER 



the vendor, who files it by customer's name. The 
duplicate goes to the Receiving Department as 
notification of material to be received. Here it is 
filed by number. Sometimes this copy is used later 
to report back to the Purchasing Department the 
quantity received, but ordinarily a regular receiving 
slip is found to be much better for this purpose. The 
triplicate is filed in the Purchasing Department by 
order number, and the quadruplicate copy is also 
filed in the Purchasing Department as a cross refer- 
ence by vendor's name, first in the unfilled order file 
until completed, and then in the filled order file. In 
some cases it is advisable to file another copy by the 
name of the commodity. 

The office copy of the purchase order should be a 
light-weight card, so that it may be handled quickly 
and stand the wear of constant reference. Steel sig- 
nals are frequently attached to the top of the card 
for follow-up purposes. 

When orders have been filled they are usually filed 
by vendor's name, using either the alphabetic or the 
L. B. Automatic Index. This is due to the fact that 
reference to such orders is usually by the name of 
the vendor, and in addition it is freqiiently necessary 
to consult all orders placed with one vendor. 

When the number of orders placed is large, or the 
reference to order with one vendor infrequent, they 
may be filed numerically. In this case, it is of course 
necessary to have a card index under the vendor's 
name, showing all the order numbers for one vendor. 

Receiving Slips 

When goods are received by the Receiving Depart- 
ment an inventory of that consignment should be 

100 



PURCHASE RECORDS 



made on a receiving slip. Three or more copies 
should be made. The original goes to the Purchasing 
Department where it is checked with the purchase 
order for those goods, and filed by number. The 
duplicate goes to the stock room or the department 
ordering the goods, where it should be matched with 
the requisition, and filed by number if it is to be kept. 
The triplicate is held in the Receiving Department, 
and filed by number. 

Quotation Records 

In order that a purchasing agent may have a com- 
parative list of prices for various articles so that he 
can buy intelligently, he must keep a record of 
quotations which he may receive verbally from a 
salesman, in a letter, or in regular price lists. These 
are recorded on cards, one card being used for each 
article, or for each size of an article. They are filed 
alphabetically by name of the article, either with 
ordinary A-Z guides or with specially printed guides. 
This record is perpetual, new cards being added in 
their proper alphabetic order, and the obsolete ones 
being removed without disturbing the others. 

Record of Purchases 

This record is very similar to the quotation record, 
and the cards are usually filed by name of the 
article. This record tabulates the exact amount 
bought of each article, from whom bought, and the 
price paid. 

Sales Records 

The preparation of statistics which are required 
by the Sales Department can be accomplished only 

101 



A FILING PRIMER 



by the maintenance of sales records, which tabulate 
the items needed from the salesmen's orders and 
reports, and from the correspondence received. 

Mailing List 

This is a name list of customers and prospective 
customers. A card is made out for each name, and 
may be filed alphabetically, or geographically by 
salesman's territory. 

Salesman's Report Slips 

A salesman makes out a report for each customer 
on whom he calls. These are sent to his territory 
manager who files them usually geographically accord- 
ing to the salesman's territory. 

Sales Follow-up Slips 

One slip is made out for each customer or prospect 
and, as in the correspondence follow-up, it is filed 
alphabetically back of the date guide indicating the 
day on which this matter should receive further 
attention. 

Sales Record 

A card is made out for each customer and pros- 
pect, showing briefly what advertising matter has 
been sent to him, and also a summary of his pur- 
chases by class commodity for each year. These 
may be filed alphabetically, or geographically by 
salesman's territory. 

In connection with this, a record is also maintained 
to show the sales by territories and by individual 
salesmen. 

10^ 



STOCK RECORDS 



Stock Records 

In order to enable a purchasing agent to buy 
intelligently, to prevent tying up money by carrying 
an excess stock of goods, and to prevent delay, 
embarrassment and unnecessary expense by running 
out of stock it is necessary to maintain a perpetual 
stock record. This record shows the quantity of 
goods or material on hand at any given time; it 
shows what commodities are being sold or used most 
rapidly; and what orders have been placed to replen- 
ish anything which may be getting low. 

One card is made out for each article, for each size, 
grade and color of that article. The cards are filed 
alphabetically. In a small stock record the ordinary 
A-Z guides are usually satisfactory, but in the larger 
records it is better to have guides with special head- 
ings. The tabs in the first position at the left should 
bear the main headings. Smaller tabs in positions 
to the right should bear the sub-headings to indicate 
the various sizes, grades or colors. 

Card Ledgers 

Card ledgers have been so widely adopted by 
business houses of all sizes in all lines of business 
that the system is now recognized as standard. As 
the loose leaf was an improvement on the old- 
fashioned bound book ledger, so the card ledger has 
many advantages over the loose leaf form. 

Advantages 

The following advantages found in the card ledger 
present unanswerable arguments in its favor: 

1. Greater efficiency and more accurate results. 
103 



A FILING PRIMER 



2. Greater speed in posting. 

3. Saving in space. 

4. Flexibility gained through a perpetual system 

which carries only active accounts, permits 
the insertion of cards for new accounts and 
the transferring of closed accounts. 

5. Economy in the cost of equipment and main- 

tenance. 

Guiding 

There are four methods of guiding a card ledger: 

1. Direct Alphabetic: Cards are filed by name 

as in a city directory. (See Lesson 3 — 
Direct Alphabetic FiKng.) 

2. Numeric: A number is assigned to each 

account, and the cards are arranged in 
numeric order. This necessitates a separ- 
ate index. (See Lesson 5 — Numeric Fil- 
ing.) 

3. L. B. Automatic: A combination of the best 

features of the Alphabetic and Numeric 
methods. Cards are filed alphabetically by 
surnames, then divided into groups by 
given names or initials. A group number is 
placed on each card to insure accuracy in 
filing. (See Lesson 6.) 

4. Geographic: Cards are arranged alphabeti- 

cally, first by name of the state, then by 
city or town, and then by name of the cus- 
tomer in each town. This method is not in 
general use. (See Lesson 7 — Geographic 
FiHng.) 
Any of these four methods best adapted to the 
existing conditions may be used. 

104 



LIBRARY OF CONGRESS 



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